Job responsibilities
JOB DESCRIPTION & PERSON SPECIFICATION
JOB TITLE: ADMINISTRATOR
REPORTS
TO: PRACTICE
BUSINESS MANAGER
HOURS: Mon-Fri 1:30pm
6:30pm (25 hours per week)
Job
summary:
The purpose of the role is to:
To be responsible for undertaking a wide range of secretarial
and administrative duties and the provision of administrative support to the
multidisciplinary team. Duties can
include but are not limited to, the processing of information (electronic and
hard copy) in a timely manner, liaising with multidisciplinary team members and
external agencies such as secondary care and community service providers in
accordance with current policies, including the use of the electronic referral
service (ERS).
Duties and
responsibilities:
Equality,
Diversity & Inclusion
A good attitude and positive
action towards ED&I creates and environment where all individuals are able
to achieve their full potential. Creating such an environment is important for
three reasons: it improves operational effectiveness, it is morally the right
thing to do, and it is required by law.
Patients and their families have
the right to be treated fairly and be routinely involved in decisions about
their treatment and care. They can expect to be treated with dignity and
respect and will not be discriminated against on any grounds including age,
disability, gender reassignment, marriage and civil partnership, pregnancy and
maternity, race, religion or belief, sex or sexual orientation. Patients have a
responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated
fairly in recruitment and career progression. Staff can expect to work in an
environment where diversity is valued and equality of opportunity is promoted.
Staff will not be discriminated against on any grounds including age,
disability, gender reassignment, marriage and civil partnership, pregnancy and
maternity, race, religion or belief, sex or sexual orientation. Staff have a
responsibility to ensure that you treat our patients and their colleagues with
dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to
supporting and promoting opportunities to for staff to maintain their health,
well-being and safety. You have a duty to take reasonable care of health and
safety at work for you, your team and others, and to cooperate with employers
to ensure compliance with health and safety requirements. All personnel are to
comply with the Health and Safety at Work Act 1974, Environmental Protection
Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999
and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential
service. Patients entrust and permit us
to collect and retain sensitive information relating to their health and other
matters, pertaining to their care. They
do so in confidence and have a right to expect all staff will respect their
privacy and maintain confidentiality at all times. It is essential that if, the legal
requirements are to be met and the trust of our patients is to be retained that
all staff protect patient information and provide a confidential service.
Quality &
Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel
are required to think not only of what they do, but how they achieve it. By
continually re-examining our processes, we will be able to develop and improve
the overall effectiveness of the way we work. The responsibility for this rests
with everyone working within the practice to look for opportunities to improve
quality and share good practice.
This practice continually strives to improve work processes which
deliver health care with improved results across all areas of our service
provision. We promote a culture of continuous improvement, where everyone
counts and staff are permitted to make suggestions and contributions to improve
our service delivery and enhance patient care.
Induction Training
On arrival
at the practice all personnel are to complete a practice induction programme;
this is managed by the Deputy Practice Manager.
Learning and
Development
The effective use of training and development is fundamental in ensuring
that all staff are equipped with the appropriate skills, knowledge, attitude
and competences to perform their role. All staff will be required to partake
and complete mandatory training as directed by the training coordinator, as
well as participating in the practice training programme. Staff will also be permitted (subject to
approval) to undertake external training courses which will enhance their
knowledge and skills, progress their career and ultimately, enable them to
improve processes and service delivery.
Collaborative
Working
All staff are to recognise the significance of collaborative
working. Teamwork is essential in multidisciplinary environments. Effective
communication is essential and all staff must ensure they communicate in a
manner which enables the sharing of information in an appropriate manner.
Service
Delivery
Staff at Keighley Road Surgery must adhere to the information
contained with practice policies and procedures, ensuring protocols are adhered
to at all times. Staff will be given detailed information during the induction
process regarding policy and procedure.
Security
The security of the practice is the responsibility of all
personnel. Staff must ensure they remain vigilant at all times and report any
suspicious activity immediately to their line manager. Under no circumstances are staff to share the
codes for the door locks to anyone and are to ensure that restricted areas
remain effectively secured.
Professional
Conduct
At Keighley Road Surgery staff are required to dress appropriately
for their role. Administrative staff are expected to wear business attire
whilst clinical staff must dress in accordance with their role.
Primary
Responsibilities
The following are the core responsibilities of the medical
secretary. There may be on occasion, a requirement to carry out other tasks;
this will be dependent upon factors such as workload and staffing levels:
a.
Typing letters, reports and associated documentation
as required
b.
Liaising with external agencies such as
hospitals and community services, ensuring referrals are processed efficiently
c.
Manage all enquires in an effective manner
d.
Maintain an accurate referrals database
e.
Action all incoming faxes
f.
Process calling letters as requested
g.
Scanning of patient related documentation and
attaching scanned documents to patients healthcare records
h.
Input data into the patients healthcare
records as necessary
i.
Process referrals using the electronic
referral system (ERS)
j.
Process requests for information i.e. SAR,
insurance / solicitors letters and DVLA forms
k.
Read code data on SystmOne
l.
Answer incoming phone calls, transferring
calls or dealing with the callers request appropriately
m.
Manage all administrative queries as necessary
n.
Carry out system searches as requested
o.
Maintain a clean, tidy, effective working area
at all times
p.
Support all clinical staff with general
administrative tasks as requested
Secondary
Responsibilities
In addition to the primary responsibilities, the medical secretary
may be requested to:
a.
Partake in audit as directed by the audit lead
b.
Produce meeting agendas and record the minutes
of meetings
c.
Support reception staff, providing cover
during staff absences
d.
Complete opening and closing procedures in
accordance with the duty rota
