Service Administrator - OOH - 18:00 - 23:00

Job description

Job responsibilities

Main Tasks & Responsibilities

The post-holder will be required to have excellent communication skills and telephone manner with the ability to multi task and prioritise workload.

1. Appointment Scheduling: Coordinate and manage appointments for patients, ensuring efficient use of time and resources.
2. Patient Records Management: Maintain accurate and up-to-date patient records, including contact information, medical history, and appointment details.
3. Communication: Serve as a point of contact for patients, healthcare professionals, and other stakeholders, providing excellent customer service and responding to inquiries in a timely manner.
4. Data Entry: Accurately input and update information in the electronic health records system, ensuring confidentiality and compliance with data protection regulations.
5. Meeting Coordination: Schedule and coordinate meetings, take minutes, and assist in the preparation of materials as needed.
6. General Administrative Support: Provide general administrative support to the Newham GP Co-operative Services, including filing, photocopying, and handling incoming mail, logging faults, incidents & complaints, and updating referral logs.
7. Premises Checks: Checking clinical rooms and replenishing stock, maintaining daily check logs, contingency and checking emergency bag.
8. Rota Management: Uploading session templates, booking and confirming staff shifts, arranging sessional cover on a needs basis.
9. Collaboration: Collaborate with other administrative staff, healthcare professionals, and external partners to ensure seamless service delivery.

Other detailed tasks and responsibilities include:

To deal professionally with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. Resolving local issues and using initiative to take follow-up action when appropriate

Health & Safety: To complete the Health & Safety Log on a monthly basis to report all problems with the infrastructure of the reception area and offices to the facilities department. To work closely with administrators to report and record all maintenance issues in a timely manner, following up outstanding requests as required.

To be a Fire Warden and undertake the necessary training every two years.

Training: To ensure all mandatory training is kept up to date and to participate in any additional training and developmental needs as required by the Business Manager.

Assist with the induction of new staff to the team and to assist with other staffing set ups as necessary.

Reception cover- Able to cover the reception breaks and annual leave

Data Protection: To be comply with the data protection request and assist senior administrator in gathering information required.

To work in a flexible and open manner in line with the needs of the service. To attend regular supervision and annual appraisal meetings.

This list is not exhaustive and your responsibilities can evolve based on organisational business needs.

Person Specification

Personal Attributes

Essential

• Adaptable and able to work in a fast-paced environment
• Punctual and reliable
• Flexibility to work Monday to Sunday late evenings/weekends
• Team player with a collaborative and positive attitude
• Ability to prioritise tasks and work independently
• Strong problem-solving skills and a proactive approach to challenges

Experience

Essential

• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy in data entry.
• Effective communication skills, both written and verbal.
• Proficient in the use of Microsoft Office applications.
• Awareness of Data Protection and Confidentiality and ability to handle confidential information with discretion.
• Customer-focused with a commitment to providing high-quality service.

Qualifications

Essential

• Proven experience in administrative roles, preferably in a healthcare or medical setting.
• Familiarity with medical terminology and electronic health records systems is desirable.
• Experience in Primary Care and Out-of-Hours Systems EMIS & Adastra
• Proficient use of MS office applications

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

Newham GP co-operative LTD

Address

Balaam Park Health Centre

113 Balaam Street

London

E13 8AF

Employer's website

http://newhamgpcoop.com/ (Opens in a new tab)