IT Admin Assistant

Job description

Job responsibilities

Following Practice policies, protocols and guidelines, duties will include: Information Team responsibilities: • Maintain the Brownlow Information team database used to manage access to the Practice computer systems and account details. Update when new users start and amendment of existing starter details. • Co-ordinate, with BrownlowHR, the new starter process including initial account creation, liaison with Informatics Merseyside for network account creation and smartcard authorisation and for the allocation of IT team members to new staff inductions. • Co-ordinate, with BrownlowHR, in relation to closing accounts when staff members leave. • Monitor the Brownlow IT mailbox and action or allocate tasks where appropriate. • Provide administrative support to the Information Manager to include (but not exhaustive): o The running of weekly/monthly reports via EMIS Population Reporting o Assistance to the Covid/flu vaccination programmes in liaison with the Brownlow Quality Lead. • Maintain excellent communication with each each team member with accurate detail and updated status on workload to ensure continuity, quality & efficiency throughout as may be working from different sites or in the case of annual leave or other absence. • Have the ability, confidence and commitment to work independently on site. • Keep themselves up to date on any system changes and training that may be needed. • Attend meetings where appropriate as delegated by the Information Manager • Work in line with CQC/QOF & CCG targets • Any other duty required to support the effective operation of the role and the Information team. Research Team responsibilities: • Attend the monthly Research meeting. • Keep an up to date log of time spent on research activity and on individual studies by admin staff; • Ensure that the practice has all the correct documentation for each study and maintain the site files for all studies and keep these up to date as necessary; • Assisting the Senior IT Facilitator in the maintenance and running of existing searches on EMIS to find eligible patients for studies at all Brownlow practices; • Assisting the Senior IT Facilitator ensuring patients who are taking part in a study have all the correct coding in the medical record using the research template; • Undertake the administration of inviting patients to take part in research studies, this may involve printing and posting out invitations and the use of Docmail; • Undertake any administration required for the running of all research studies, the requirements for each study will be different; • Liaise with the Clinical Research Network; • Liaise with individual study teams regarding any admin requests for that particular study; • Use the national research database ‘Edge’ for entering activity data for patients who have been invited and/or taking part in a research study; • Ensure that each study’s research and support costs are updated on the research template for the finance team to be able to raise invoices. Liaise with the finance team regarding this. • Ensure that confidentiality is maintained during all research studies • Assist in keeping the Practice’s RCGP research accreditation up to date. Communication and relationships: • Liaise with members of the Practice, Primary Health Care Team, other NHS Organisations and outside agencies as appropriate to the role. • Participate in meetings as appropriate. • Communicate effectively with line management when working remotely Team working: • Understand own role and scope in the practice. • Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner. Organisation/Quality: • Ensure that patients are identified correctly. • Ensure that any data entered into the computer is done accurately. • Understand and follow the requirements of confidentiality (including GDPR) and the Freedom of Information Act and refer on any queries as appropriate. • Participate in quality improvement initiatives, including Significant Event Analysis and review of patient complaints. • Support the aims and objectives of the Practice and contribute to the on-going development of the Practice as required. • Follow Practice policies, including Health and Safety, Security and Confidentiality. Training, learning and development: • Undergo regular appraisal, supervision and training as necessary to update skills and knowledge. • Provide training to other staff in work relevant to this post. • Participate in the induction of new staff, students and other attached professionals. • Participate in the provision of all relevant mandatory training . Equality and diversity: • Respect the privacy, dignity and beliefs of patients, carers, visitors and co-workers. They must be treated equally, irrespective of gender, ethnic origin, age, disability, sexual orientation, religion, etc. • Be aware of procedures regarding protection of children and vulnerable adults, including Practice and NHS policies. Follow the guidance and policies and take action in an appropriate manner. Management of risk / health, safety and security: • Follow Health & Safety Policies and guidelines, including fire procedures and those pertaining to clinical areas of risk. Use safe working procedures and report incidents using the incident reporting system. • Use the personal security systems within the workplace according to Practice guidelines. • Follow infection control procedures. Other: • Give good and regular attendance. • Maintain a tidy and organised work area. • Any other duty as requested, including covering for absent colleagues. This job description is subject to periodic review and amendment in consultation with the post-holder in the light of changing circumstances

Person Specification

Personal skills and abilities

Essential

• A friendly and approachable manner, with good people skills, showing understanding, care and assertiveness when appropriate.
• The ability to work independently and use initiative.
• The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales.
• The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing.
• The ability to manage conflict calmly and positively, and adhere to procedures under pressure.
• A conscientious approach and commitment to working in an adaptable and flexible manner.
• The ability to work effectively when busy and multi-task when required.
• The ability to deal with personal information sensitively and respect people's right to confidentiality.
• The ability to cope with occasional exposure to challenging behaviour, distressing circumstances or emotional events.
• The ability to work positively as a member of a busy team.
• The ability to give good and regular attendance.

Knowledge, training and experience

Essential

• Enthusiastic about research and learning new skills
• Good general computer skills, including the ability to use Microsoft Office, email and the internet
• A sound general education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications.
• Evidence of excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
• Previous experience that demonstrates good attention to detail.
• An excellent standard of grammar and spelling in the English language

Desirable

• Experience of working in a healthcare setting.
• Training or qualifications in administration, IT or other related areas.
• Experience of dealing with the general public, preferably in a customer service environment.

General

Essential

• A commitment to support the delivery of the best possible service to a diverse inner city population.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Brownlow Group Practice

Address

Brownlow Health @ Pembroke Place

70 Pembroke Place

Liverpool

Merseyside

L69 3GF

Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)