Job summary
As part of a
review of our organisation and
administration structure, we have an exciting opportunity for someone
to develop their skills within the practice administration team.
We are looking for someone to become an Appointments and
Office co-ordinator, this is an integral role within the team and we are
looking for someone who has excellent organisation and communication skills who
can work to strict deadlines particularly with the setup of the clinical
appointments. This will also require someone who has a high level of accuracy
and the ability to deal with adhoc issues in a timely and efficient manner.
When dealing with the appointments system you will be required to set up the
clinical sessions at least 4 weeks in advance and will demonstrate the ability
to forward plan and foresee any issues regarding the system liaising with the
Deputy Practice Manager and Lead GP for the appointments system.
The position also requires someone who can organise a team to
meet strict deadlines and ensure that daily tasks and new projects are
co-ordinated appropriately. This person will report to the Deputy Practice
Manager and will work closely with the operation management team taking
instruction on relevant practice workload priorities.
Main duties of the job
If you have excellent communication and interpersonal skills and will relish the challenge of working in a busy environment this position is for you.The following are the core responsibilities of the Appointments/Admin
Office Co-ordinator,
To be responsible for the
set-up of clinical sessions for the practices appointment system and ensure
that there are sufficient patient appointments to provide an excellent Primary
Care Service.
To be responsible for ensuring that the Admin Team carry out tasks
as prioritised by the Operations Team in a timely and efficient manner.
About us
Whiteacres Medical Centre is located in the beautiful surrounds of the Malvern Hills, we have a patient list size of just over 11,500. The practice team consists of 8 GPs, 5 female and 3 male doctors, we have 5 nurses and an experienced Health Care Assistant and Phlebotomy team. Our Clinical Team are supported by a dedicated Management and Administration Team.
We are a forward thinking practice and we are a GP training practice for Health Education England and also train Medical Students for Birmingham University.
We offer: a friendly atmosphere, a modern purpose built building with car parking. A competitive salary and a NHS pension. We pride ourselves on a good CQC rating and providing the best possible service to our patients.
Job description
Job responsibilities
Job Description
Appointments & Office Co-ordinator
Job title: Appointments & Office Co-ordinator
Work location: Whiteacres Medical Centre, Malvern
Hours of work: full time -37 hrs
Responsible to: The Practice Manager
Job Summary: Primary Responsibilities: The following are the core responsibilities of the Appointments/Admin Office Co-ordinator, there may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
To be responsible for the set-up of clinical sessions for the practices appointment system and ensure that there are sufficient patient appointments to provide an excellent Primary Care Service.
To be responsible for ensuring that the Admin Team carry out tasks as prioritised by the Operations Team in a timely and efficient manner.
Clinical Appointments
- To set up GP appointments ensuring that they on the clinical system for patients booking 4-6 weeks ahead with the required minimum number of GPs and appointments required .
- Ensure the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms.
- Record Drs annual leave on the clinical system (EMIS) and the annual leave recording system (intradoc). This will be taken into account when setting up the appointment schedules.
- Ensure that all clinician meetings are recorded on EMIS and Intradoc.
- To manage GP locum cover source & book GP locums, check & ensure Locums have appropriate /valid insurance & GMC Registration. Keep and maintain accurate record of dates of cover, by whom & their relevant paperwork.
- Set up week templates on EMIS for GP Registrars/Trainees in a timely manner, liaising with the appropriate supervising GP.
- Liaise with the Deputy Practice Manager and report any issues that may arise regarding the appointment system.
Administration
- As an integral member of the admin team you will be required to work in the main office co-ordinating work streams, tasks and campaigns as identified and prioritised via the operations management Team, liaising with the appropriate Manager/GP regarding targets/deadlines and requirements of the task/project.
- Ensure that administrative systems are running smoothly and recommend any necessary improvements.
- To promote teamwork and cooperation and good communication between all staff.
- To support the streamlining of administration tasks to continue to improve the efficiency of the Primary Care Service provided to patients.
- To monitor the telephony system and ensure that calls are answered in a timely manner.
- Liaise with the staff rota supervisor regarding resources required for specific projects e.g. recording of covid vaccinations on the pinnacle system/ sending out letters for clinical campaigns.
- In the absence of the staff rota supervisor, step in to deal with any issues that may arise eg staff absences and the re-allocation of resource that is required to meet an urgent deadline by the admin team.
- Ensure that emails and tasks are dealt with by the team in a timely manner, provide leadership and direction for staff.
- Support new staff and GP inductions liaising with Deputy Practice Manager/Practice Manager.
Health & Safety
- Assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to the Practice Manager
Confidentiality
- Ensure patient and Practice information is always kept confidential and secure, in accordance with the Information Security and Confidentiality protocols.
Performance/Professional Development
- To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice.
- To participate in regular appraisal meetings.
- To participate in regular team meetings when required.
Equality & Diversity
- To support the equality, diversity and rights of patients, carers and colleagues according to Practice protocol.
Working with Patients
- To work in partnership with our patients to help them achieve better health outcomes.
- To offer a polite, friendly and efficient level of customer service to all our patients.
Dignity and Respect
- To treat patients, colleagues and visitors with dignity and respect at all times.
Feedback
- To listen to feedback from patients and colleagues whether this be a complaint, comment or compliment and if it cannot be dealt with immediately, ensure it is reported immediately to the Practice Manager.
CQC
- To work within the guidelines set by CQC to ensure that the Practice is safe, efficient and provides the best possible care for patients.
- To offer suggestions to the Practice Manager on how we can improve, progress and develop processes.
Communication
- Communicate effectively, promptly and courteously with patients, carers, relatives and practice suppliers.
- Use the most expedient and appropriate means to communicate information to other team members.
- Communicate appropriately and accurately with colleagues outside the practice and with due reference to the common law of confidentiality and the Data Protection Act.
- Immediately inform a member of staff if a patient appears ill or if their behaviour causes concern (including correct use of Emergency/Collapse/Security protocols).
- Be aware of Child Protection issues and communicate concerns in accordance with practice protocol.
Decision Making Contribution
- Contribute to practice meetings and contribute to the development and review of practice protocols.
Quality & Self Development
- Participate in the practice appraisal system.
- Perform tasks to the best of their ability and contribute to the performance of the team.
- Take action to report/tackle identified issues which affect quality or present risk to patients, team members or the practice.
This Job Description will vary from time to time, by mutual consent, according to the way in which the Practice develops.
Job description
Job responsibilities
Job Description
Appointments & Office Co-ordinator
Job title: Appointments & Office Co-ordinator
Work location: Whiteacres Medical Centre, Malvern
Hours of work: full time -37 hrs
Responsible to: The Practice Manager
Job Summary: Primary Responsibilities: The following are the core responsibilities of the Appointments/Admin Office Co-ordinator, there may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
To be responsible for the set-up of clinical sessions for the practices appointment system and ensure that there are sufficient patient appointments to provide an excellent Primary Care Service.
To be responsible for ensuring that the Admin Team carry out tasks as prioritised by the Operations Team in a timely and efficient manner.
Clinical Appointments
- To set up GP appointments ensuring that they on the clinical system for patients booking 4-6 weeks ahead with the required minimum number of GPs and appointments required .
- Ensure the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms.
- Record Drs annual leave on the clinical system (EMIS) and the annual leave recording system (intradoc). This will be taken into account when setting up the appointment schedules.
- Ensure that all clinician meetings are recorded on EMIS and Intradoc.
- To manage GP locum cover source & book GP locums, check & ensure Locums have appropriate /valid insurance & GMC Registration. Keep and maintain accurate record of dates of cover, by whom & their relevant paperwork.
- Set up week templates on EMIS for GP Registrars/Trainees in a timely manner, liaising with the appropriate supervising GP.
- Liaise with the Deputy Practice Manager and report any issues that may arise regarding the appointment system.
Administration
- As an integral member of the admin team you will be required to work in the main office co-ordinating work streams, tasks and campaigns as identified and prioritised via the operations management Team, liaising with the appropriate Manager/GP regarding targets/deadlines and requirements of the task/project.
- Ensure that administrative systems are running smoothly and recommend any necessary improvements.
- To promote teamwork and cooperation and good communication between all staff.
- To support the streamlining of administration tasks to continue to improve the efficiency of the Primary Care Service provided to patients.
- To monitor the telephony system and ensure that calls are answered in a timely manner.
- Liaise with the staff rota supervisor regarding resources required for specific projects e.g. recording of covid vaccinations on the pinnacle system/ sending out letters for clinical campaigns.
- In the absence of the staff rota supervisor, step in to deal with any issues that may arise eg staff absences and the re-allocation of resource that is required to meet an urgent deadline by the admin team.
- Ensure that emails and tasks are dealt with by the team in a timely manner, provide leadership and direction for staff.
- Support new staff and GP inductions liaising with Deputy Practice Manager/Practice Manager.
Health & Safety
- Assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to the Practice Manager
Confidentiality
- Ensure patient and Practice information is always kept confidential and secure, in accordance with the Information Security and Confidentiality protocols.
Performance/Professional Development
- To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice.
- To participate in regular appraisal meetings.
- To participate in regular team meetings when required.
Equality & Diversity
- To support the equality, diversity and rights of patients, carers and colleagues according to Practice protocol.
Working with Patients
- To work in partnership with our patients to help them achieve better health outcomes.
- To offer a polite, friendly and efficient level of customer service to all our patients.
Dignity and Respect
- To treat patients, colleagues and visitors with dignity and respect at all times.
Feedback
- To listen to feedback from patients and colleagues whether this be a complaint, comment or compliment and if it cannot be dealt with immediately, ensure it is reported immediately to the Practice Manager.
CQC
- To work within the guidelines set by CQC to ensure that the Practice is safe, efficient and provides the best possible care for patients.
- To offer suggestions to the Practice Manager on how we can improve, progress and develop processes.
Communication
- Communicate effectively, promptly and courteously with patients, carers, relatives and practice suppliers.
- Use the most expedient and appropriate means to communicate information to other team members.
- Communicate appropriately and accurately with colleagues outside the practice and with due reference to the common law of confidentiality and the Data Protection Act.
- Immediately inform a member of staff if a patient appears ill or if their behaviour causes concern (including correct use of Emergency/Collapse/Security protocols).
- Be aware of Child Protection issues and communicate concerns in accordance with practice protocol.
Decision Making Contribution
- Contribute to practice meetings and contribute to the development and review of practice protocols.
Quality & Self Development
- Participate in the practice appraisal system.
- Perform tasks to the best of their ability and contribute to the performance of the team.
- Take action to report/tackle identified issues which affect quality or present risk to patients, team members or the practice.
This Job Description will vary from time to time, by mutual consent, according to the way in which the Practice develops.
Person Specification
Skills
Essential
- Excellent communication skills (Written and Oral)
- IT skills -data input
- Excellent leadership skills
- Clear, polite telephone manner
- Time Management and the ability to work to deadlines
- Problem solving skills
- Good Interpersonal skills
Desirable
- Experienced in the use of EMIS clinical system.
- Experience of co-ordinating administration tasks
Other Qualities
Essential
- Smart, polite and confident
- Excellent Planning and organising skills
- Able to perform under pressure
- Work on own initiative & Self motivated
- Team player
- Flexible
- Fully understands the importance of Confidentiality and Information Governance
Qualifications
Essential
- GCSE
- Educated to GCSE level (or equivalent)
- English and Maths grade A to C
Knowledge
Essential
- Good IT Skills with experience of data input
- Good Interpersonal skills and communication skills
Desirable
- Knowledge of Docman system
- Knowledge of Microsoft office (email/word/excel)
- Knowledge of the EMIS Patient and Clinical System
Experience
Essential
- Experience of working with the general public
- Experience of working in a Health Care setting.
Desirable
- Experience in working in General Practice
- Experience of staff supervision
- Experience of dealing with clinical rotas
Person Specification
Skills
Essential
- Excellent communication skills (Written and Oral)
- IT skills -data input
- Excellent leadership skills
- Clear, polite telephone manner
- Time Management and the ability to work to deadlines
- Problem solving skills
- Good Interpersonal skills
Desirable
- Experienced in the use of EMIS clinical system.
- Experience of co-ordinating administration tasks
Other Qualities
Essential
- Smart, polite and confident
- Excellent Planning and organising skills
- Able to perform under pressure
- Work on own initiative & Self motivated
- Team player
- Flexible
- Fully understands the importance of Confidentiality and Information Governance
Qualifications
Essential
- GCSE
- Educated to GCSE level (or equivalent)
- English and Maths grade A to C
Knowledge
Essential
- Good IT Skills with experience of data input
- Good Interpersonal skills and communication skills
Desirable
- Knowledge of Docman system
- Knowledge of Microsoft office (email/word/excel)
- Knowledge of the EMIS Patient and Clinical System
Experience
Essential
- Experience of working with the general public
- Experience of working in a Health Care setting.
Desirable
- Experience in working in General Practice
- Experience of staff supervision
- Experience of dealing with clinical rotas
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.