Practice Administrator

Job responsibilities

PRACTICE ADMINISTRATOR

JOB DESCRIPTION & PERSONAL SPECIFICATION

TITLE OF POST: Practice Administrator

SALARY: Dependent on experience

HOURS OF

EMPLOYMENT: Part time

APPOINTMENT: Permanent Contract

RESPONSBILE TO: Practice Manager

ACCOUNTABLE TO: Practice Manager and Partners

JOB SUMMARY

The role of Administrator will support the GP Partners and the practice manager in the effective administration and organisation of the practice.

MAIN RESPONSIBILITIES

o Coordinating the practice diary, ensuring meetings are scheduled appropriately

o Coordinating internal and external meeting arrangements, preparing agendas and producing and distributing minutes for meetings

o Arranging Patient Participation Group meetings

o Provide administrative support for compliance registers

o Supporting the practice in monitoring compliance with health and safety legislation

o Monitoring and disseminating various information, reports, activities

o Circulation and recording of various safety alerts

o Administration of Subject Access Requests

o Bulk mailing of letters (campaigns)

o Organisation of patient information in the waiting rooms

o Maintain staff/patient notice boards and the practice patient information leaflet

o Assist with staff recruitment administration

o Support the practice manager in the reviewing and updating of practice policies and procedures

o Support the practice manager as required with projects, systems and procedures

o Manage asset registers as directed by the practice manager

o Maintenance of the practice website and NHS Choices

o Organisation of practice surveys/questionnaires and collation of results

o Provide additional cover to the Secretarial team from time to time as required

GENERAL

Safeguarding

Be committed to and responsible for safeguarding and promoting the welfare of adults-at-risk, children and young people and for ensuring that they are protected from harm.

Health and Safety/Risk Management

The post holder must comply at all times with the practice Health and Safety Policies, in particular by following agreed safe working procedures and reporting incidents to the Practice manager

Equality and Diversity

The post holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

Training and Personal Development

The post holder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that continuous professional development remains a priority. The post holder will be required to undertake all mandatory training required for the role.

Data Protection

All members of staff are bound by the requirements of the General Data Protection Regulation and the Data Protection Act 2018 and any breaches of the Act or of the confidential nature of the work of this post could lead to dismissal.

Confidentiality

The post holder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. All information concerning patients, staff and the practice must be treated as strictly confidential at all times.

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient

Experience

Essential

• Experience of producing agendas and minutes for meetings
• Experience of working with the general public

Desirable

• Experience of working in a health care setting
• NHS / Primary Care General Practice experience
• Complaint handling
• Relevant health and safety experience

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills
• Secretarial/typing qualification inc. audio typing

Skills

Essential

• Excellent communication skills (written and oral)
• Exceptional organisational skills
• Strong IT skills (generic)
• Ability to prioritise and work to tight deadlines in a fast-paced environment
• Effective time management

Desirable

• Proven problem solving & analytical skills
• Ability to develop, implement and embed policy and procedure
• EMIS user skills