Administration Assistant

Job description

Job responsibilities

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Management and supervisors dependent on current and evolving Practice workload and staffing levels:

• Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
• Complete opening and closing procedures in accordance with the duty rota
• Maintaining and monitoring the Practice appointments system

• Answer incoming phone calls, transferring calls or dealing with the callers requests for appointments, visits and telephone consultations appropriately ensuring callers are directed to the appropriate healthcare professional
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
• Input data into the patients healthcare records as necessary and in accordance with Practice procedures
• Taking messages and passing on information
• Processing and distributing incoming and outgoing mail
• Dealing with emails and tasks
• File, store and retrieve records as required
• Scanning documentation as required
• Process prescriptions in accordance with the Practice guidelines
• Process changes to patient registration, deduction of record and new patient registration
• Recoding
• Summarising
• GP links
• GP2GP transfers
• Support reception staff, providing cover during staff absences and annual leave

• Welcome patients and visitors to the organisation, directing requests appropriately
• Provision of refreshments for staff and visitors as required, keeping the kitchen area clean and tidy

• Always maintain a clean, tidy, effective working area

Person Specification

Qualifications

Essential

• GCSE Mathematics & English (C or above) or equivalent

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of administrative duties
• Experience of working in a healthcare setting

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Ability to work with a wide variety of tasks
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policies and procedures

Desirable

• EMIS/SystmOne/Vision user skills

Other requirements

Essential

• Willingness to work flexible hours when required to meet work demands
• Able to undertake training outside of normal working hours if necessary
• Disclosure Barring Service (DBS) check
• Access to own transport or ability to travel across the practice sites

Personal qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

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

The Burns Practice

Address

The Burns Practice

4 South Parade

Doncaster

South Yorkshire

DN1 2EG

Employer's website

https://www.burnspracticedoncaster.nhs.uk/ (Opens in a new tab)