Job summary
Senior Medical Administrator - Full / Part Time
We require a Senior Medical Administrator to join our friendly, hardworking & capable administration team who provide key support to our clinical teams.
Our practice is made up of a clinical team comprising 5 GP Partners, 10 Salaried GP's, 2 Advanced Nurse Practitioners, 6 Practice Nurses & 3 Health Care Assistants. We also have a non clinical team compromised of the following; Operations Team (3), Reception Team (11), Admin Team (5) & Secretary Team (3). This post will sit within the Admin Team and will support our clinical team provide care to 19,100 patients within Warwick.
Priory Medical Centre is a town centre located GP surgery housed in brand new purpose built premises. These new premises create a light, spacious environment for both patients & staff alike.
We are a teaching practice with a regular allocation of trainees, we also demonstrate strong performance in QOF, CQC reports, and have a good dashboard and funnel chart measures within our ICB area. We are also a forward thinking practice & like to develop and move forward.
Main duties of the job
Job Summary:
Oversee the efficient function of the administration office (excluding secretarial), ensuring all administration duties are performed effectively and to the required standard, and escalating concerns to the Operations Manager.
Job responsibilities:
- Oversee the administration services of the practice, ensuring staff achieve their primary responsibilities
- Reviewing and updating all administration processes as required
- Attend weekly manager meeting, and then update the team on all relevant information
- Train all new members of the administration team
- Manage Cytology programme
- Manage and process childhood immunisations data
- Closure of Quarter reconciling data against local NHS
- Assist Executive Director with monthly PPA claims
- Oversee and manage the OOA process
- All invoice and finance reconciliation relating to adminstrative activities
- Lead administrator for Safeguarding & Child Protection
- MCCD / Cremation forms and invoicing
- Process non responder cytology and disclaimers
- Oversee the swift and safe flow of pathology links into the practice and onto clinicians, paying particular attention to annual leave, sickness and out of office occasions
- All other administration duties as part of the adminstration role
- Maintain a tidy and well organised office and work station
About us
Our practice is made up of a clinical team comprising 5 GP Partners, 10 Salaried GP's, 2 Advanced Nurse Practitioners, 6 Practice Nurses & 3 Health Care Assistants. We also have a non clinical team compromised of the following; Operations Team (3), Reception Team (11), Admin Team (5) & Secretary Team (3). This post will sit within the Admin Team and will support our clinical team provide care to 19,100 patients within Warwick.
Our non clinical team (which this post will be part of) is compromised of the Operations Team (3), Reception Team (10), Admin Team (6) & Secretary Team (3).
The practice are active within our PCN & GP Federation, and regularly work collaboratively with our practices within the PCN.
We have recently relocated into purpose built, spacious premises in June 2021 offering a light, spacious, collaborative & pleasant working environment for all staff.
Job description
Job responsibilities
JOB DESCRIPTION
JOB TITLE: Senior Medical
Administrator
REPORTS TO: Operations Manager
HOURS: Full / Part time
Job Summary:
Oversee the efficient function of the administration office (excluding secretarial), ensuring all administration duties are performed effectively and to the required standard, and escalating concerns to the Operations Manager.
Job responsibilities:
- Oversee the administration services of the practice, ensuring staff achieve their primary responsibilities
- Reviewing and updating all administration processes as required
- Attend weekly manager meeting, and then update the team on all relevant information
- Train all new members of the administration team
- Manage Cytology programme
- Manage and process childhood immunisations data
- Closure of Quarter reconciling data against local NHS
- Assist Executive Director with monthly PPA claims
- Oversee and manage the OOA process
- All invoice and finance reconciliation relating to adminstrative activities
- Lead administrator for Safeguarding & Child Protection
- MCCD / Cremation forms and invoicing
- Process non responder cytology and disclaimers
- Oversee the swift and safe flow of pathology links into the practice and onto clinicians, paying particular attention to annual leave, sickness and out of office occasions
- All other administration duties as part of the adminstration role
- Maintain a tidy and well organised office and work station
Confidentiality:
- In
the course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive information in relation to their health and other
matters. They do so in confidence
and have the right to expect that staff will respect their privacy and act
appropriately
- In
the performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to
patients and their carers, practice staff and other healthcare
workers. They may also have access to
information relating to the practice as a business organisation. All
such information from any source is to be regarded as strictly
confidential
- Information
relating to patients, carers, colleagues, other healthcare workers or the
business of the practice may only be divulged to authorised persons in
accordance with the practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their
own and others health, safety and security as defined in the practice Health
& Safety Policy, the practice Health & Safety Manual, and the practice
Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace
according to practice guidelines
- Identifying the risks involved in work activities and
undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge
and skills
- Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and
infection hazards immediately when recognised
- Keeping own work areas and general / patient areas
generally clean, assisting in the maintenance of general standards of
cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training
(minimum annually)
- Reporting potential risks identified
Equality and Diversity:
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
- Acting in a way
that recognises the importance of peoples rights, interpreting them in a
way that is consistent with practice procedures and policies, and current
legislation
- Respecting the
privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a
manner which is welcoming to and of the individual, is non-judgmental and
respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The
post-holder will participate in any training programme implemented by the practice
as part of this employment, such training to include:
- Participation in
an annual individual performance review, including taking responsibility
for maintaining a record of own personal and/or professional development
- Taking
responsibility for own development, learning and performance and
demonstrating skills and activities to others who are undertaking similar
work
Quality:
The
post-holder will strive to maintain quality within the practice, and will:
- Alert other team
members to issues of quality and risk
- Assess own
performance and take accountability for own actions, either directly or
under supervision
- Contribute to the
effectiveness of the team by reflecting on own and team activities and
making suggestions on ways to improve and enhance the teams performance
- Work effectively
with individuals in other agencies to meet patients needs
- Effectively
manage own time, workload and resources
Communication:
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognise
peoples needs for alternative methods of communication and respond
accordingly
Contribution to the Implementation of Services:
The
post-holder will:
- Apply practice
policies, standards and guidance
- Discuss with
other members of the team how the policies, standards and guidelines will
affect own work
- Participate in
audit where appropriate
Job description
Job responsibilities
JOB DESCRIPTION
JOB TITLE: Senior Medical
Administrator
REPORTS TO: Operations Manager
HOURS: Full / Part time
Job Summary:
Oversee the efficient function of the administration office (excluding secretarial), ensuring all administration duties are performed effectively and to the required standard, and escalating concerns to the Operations Manager.
Job responsibilities:
- Oversee the administration services of the practice, ensuring staff achieve their primary responsibilities
- Reviewing and updating all administration processes as required
- Attend weekly manager meeting, and then update the team on all relevant information
- Train all new members of the administration team
- Manage Cytology programme
- Manage and process childhood immunisations data
- Closure of Quarter reconciling data against local NHS
- Assist Executive Director with monthly PPA claims
- Oversee and manage the OOA process
- All invoice and finance reconciliation relating to adminstrative activities
- Lead administrator for Safeguarding & Child Protection
- MCCD / Cremation forms and invoicing
- Process non responder cytology and disclaimers
- Oversee the swift and safe flow of pathology links into the practice and onto clinicians, paying particular attention to annual leave, sickness and out of office occasions
- All other administration duties as part of the adminstration role
- Maintain a tidy and well organised office and work station
Confidentiality:
- In
the course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive information in relation to their health and other
matters. They do so in confidence
and have the right to expect that staff will respect their privacy and act
appropriately
- In
the performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to
patients and their carers, practice staff and other healthcare
workers. They may also have access to
information relating to the practice as a business organisation. All
such information from any source is to be regarded as strictly
confidential
- Information
relating to patients, carers, colleagues, other healthcare workers or the
business of the practice may only be divulged to authorised persons in
accordance with the practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their
own and others health, safety and security as defined in the practice Health
& Safety Policy, the practice Health & Safety Manual, and the practice
Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace
according to practice guidelines
- Identifying the risks involved in work activities and
undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge
and skills
- Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and
infection hazards immediately when recognised
- Keeping own work areas and general / patient areas
generally clean, assisting in the maintenance of general standards of
cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training
(minimum annually)
- Reporting potential risks identified
Equality and Diversity:
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
- Acting in a way
that recognises the importance of peoples rights, interpreting them in a
way that is consistent with practice procedures and policies, and current
legislation
- Respecting the
privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a
manner which is welcoming to and of the individual, is non-judgmental and
respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The
post-holder will participate in any training programme implemented by the practice
as part of this employment, such training to include:
- Participation in
an annual individual performance review, including taking responsibility
for maintaining a record of own personal and/or professional development
- Taking
responsibility for own development, learning and performance and
demonstrating skills and activities to others who are undertaking similar
work
Quality:
The
post-holder will strive to maintain quality within the practice, and will:
- Alert other team
members to issues of quality and risk
- Assess own
performance and take accountability for own actions, either directly or
under supervision
- Contribute to the
effectiveness of the team by reflecting on own and team activities and
making suggestions on ways to improve and enhance the teams performance
- Work effectively
with individuals in other agencies to meet patients needs
- Effectively
manage own time, workload and resources
Communication:
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognise
peoples needs for alternative methods of communication and respond
accordingly
Contribution to the Implementation of Services:
The
post-holder will:
- Apply practice
policies, standards and guidance
- Discuss with
other members of the team how the policies, standards and guidelines will
affect own work
- Participate in
audit where appropriate
Person Specification
Qualifications
Essential
- GCSE grade A - D in English & Maths
Desirable
- Administrator based qualification
Additional Skills / Qualities
Essential
- Team worker
- Problem solver
- Good written & verbal communication
- Good time management skills
- Good IT skills
Desirable
- Ability to communicate with various agencies regarding sensitive matters
Experience
Essential
- Experience providing administrative support to a team
- Experience of working with IT & technology based systems
- Experience of working without direction
- Experience of working in a team environment
- Experience of problem solving
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
- Experience of EMIS
- Experience of Docman
Person Specification
Qualifications
Essential
- GCSE grade A - D in English & Maths
Desirable
- Administrator based qualification
Additional Skills / Qualities
Essential
- Team worker
- Problem solver
- Good written & verbal communication
- Good time management skills
- Good IT skills
Desirable
- Ability to communicate with various agencies regarding sensitive matters
Experience
Essential
- Experience providing administrative support to a team
- Experience of working with IT & technology based systems
- Experience of working without direction
- Experience of working in a team environment
- Experience of problem solving
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
- Experience of EMIS
- Experience of Docman
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.