Job summary
We have a vacancy in our admin department for a new team member to cover a period of Maternity Leave.
The contract term will be 1 year from January or February 2025 dependant on start date.
You will be required to work 25 - 30 hours per week over 5 days (Monday to Friday) The working pattern is open to discussion on appointment.
Alongside other team members you will deal directly with all
correspondence coming into the surgery and complete other administration tasks
such as referrals for further care, organising clinics, checking new patient notes
and stock control.
You will be using the EMIS clinical system to record patient
based data and use a multitude of web based reporting and screening systems.
We are looking for someone who can take initiative and confident with administration type duties.
Applicants must their own transport as there is no public transport available to the village.
Main duties of the job
- Process correspondence (paper, electronic and email) attaching it to patient records,
- Processing referrals for patients to Secondary Care
- Fulfilling follow-up actions such as informing a GP, contacting patients to make appointments.
- Completing registrations (new patients)
- Liaising with Hospitals, GP Surgeries, Coroner & other Government/ external departments re patients who have left or died
- Dealing with practice emails e.g from the out-of-hours service (ChoC), ambulance service and other services
- Checking new patient notes on receipt from other GP Practices checking the summary for accuracy, notifying GP/ Dispensary team as necessary
- Work with the workflow team and other colleagues including Primary Care Network (PCN) colleagues
- Contribute to identifying and acting on potential improvements
- Other general admin tasks eg dealing with the post & franking machine, shredding confidential documents, filing, printing, producing documents and any other admin tasks as needed
About us
Caldbeck Surgery is located on the northern edge of the Lake
District National Park, and serves 4,400 patients over 100 square kilometres of
rural Cumbria.
We are a team of 30 people including 5 GP partners, with a
strong educational ethos.
We are part of the Keswick and Solway Primary Care Network,
which covers 43,500 patients from the Solway coast to Keswick and Carlisle.
Job description
Job responsibilities
Workflow/ data management
- Process correspondence (paper, electronic and email) attaching it to patient records,
- Fulfilling follow-up actions such as informing a GP, contacting patients to make appointments.
- Completing registrations (new patients)
Liaising with Hospitals, GP Surgeries, Coroner & other Government/ external departments re patients who have left or died
- Dealing with practice emails e.g from the out-of-hours service (ChoC), ambulance service and other services
- Checking new patient notes on receipt from other GP Practices checking the summary for accuracy, notifying GP/ Dispensary team as necessary
- Work with the workflow team and other colleagues including Primary Care Network (PCN) colleagues
- Contribute to identifying and acting on potential improvements
- Other general admin tasks eg dealing with the post & franking machine, shredding confidential documents, filing, printing, producing documents and any other admin tasks as needed
IT systems
- Record patient-related data in our clinical system, Emis Web
- Use web-based reporting systems/ data base systems eg PHE reporting, screening & immunisations systems
- Use email both for own emails and for generic practice emails
Stock ordering
- Checking stationary, clinical and cleaning stock and organising orders as needed
Practice Project Support
- Become involved with Green Practice Project, identifying areas of improvement and championing new initiatives
- Attend Patient Participation Group Meetings, producing minutes, assisting with actions and organising future meetings.
Job description
Job responsibilities
Workflow/ data management
- Process correspondence (paper, electronic and email) attaching it to patient records,
- Fulfilling follow-up actions such as informing a GP, contacting patients to make appointments.
- Completing registrations (new patients)
Liaising with Hospitals, GP Surgeries, Coroner & other Government/ external departments re patients who have left or died
- Dealing with practice emails e.g from the out-of-hours service (ChoC), ambulance service and other services
- Checking new patient notes on receipt from other GP Practices checking the summary for accuracy, notifying GP/ Dispensary team as necessary
- Work with the workflow team and other colleagues including Primary Care Network (PCN) colleagues
- Contribute to identifying and acting on potential improvements
- Other general admin tasks eg dealing with the post & franking machine, shredding confidential documents, filing, printing, producing documents and any other admin tasks as needed
IT systems
- Record patient-related data in our clinical system, Emis Web
- Use web-based reporting systems/ data base systems eg PHE reporting, screening & immunisations systems
- Use email both for own emails and for generic practice emails
Stock ordering
- Checking stationary, clinical and cleaning stock and organising orders as needed
Practice Project Support
- Become involved with Green Practice Project, identifying areas of improvement and championing new initiatives
- Attend Patient Participation Group Meetings, producing minutes, assisting with actions and organising future meetings.
Person Specification
Experience
Essential
- Highly literate, with good written English and the ability to understand and learn medical terminology
- Highly IT literate with experience of Microsoft Outlook, Word and web based applications/forms
- Able to work well in a team environment, sharing workload and collaborating with the admin and wider surgery team
- Excellent personal communication skills; able to deal with patients and their carers in a sensitive and professional manner.
Desirable
- Previous experience of office administration in a small business environment
- Previous knowledge of the EMIS Clinical System
- Familiarity with local area and NHS Services
Person Specification
Experience
Essential
- Highly literate, with good written English and the ability to understand and learn medical terminology
- Highly IT literate with experience of Microsoft Outlook, Word and web based applications/forms
- Able to work well in a team environment, sharing workload and collaborating with the admin and wider surgery team
- Excellent personal communication skills; able to deal with patients and their carers in a sensitive and professional manner.
Desirable
- Previous experience of office administration in a small business environment
- Previous knowledge of the EMIS Clinical System
- Familiarity with local area and NHS Services
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).