Job summary
The post-holder
will be responsible for the provision of high-quality administrative support
for a busy reception area. With colleagues, they will support the team as they
take ownership of the area whilst carrying out administrative task.
They will
promote the professional and caring image of the Organisation as they
prioritise their workload and use their training and initiative when dealing
with queries from clients, health professionals and members of the public.
Main duties of the job
- Appointment Scheduling: Coordinate and manage appointments for patients, ensuring efficient use of time and resources.
- Patient Records Management: Maintain accurate and up-to-date patient records, including contact information, medical history, and appointment details.
- 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.
- Data Entry: Accurately input and update information in the electronic health records system, ensuring confidentiality and compliance with data protection regulations.
- Meeting Coordination: Schedule and coordinate meetings, take minutes, and assist in the preparation of materials as needed.
- 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.
- Premises Checks: Checking clinical rooms and replenishing stock, maintaining daily check logs, contingency and checking emergency bag.
- Rota Management: Uploading session templates, booking and confirming staff shifts, arranging sessional cover on a needs basis.
- Collaboration: Collaborate with other administrative staff, healthcare professionals, and external partners to ensure seamless service delivery.
About us
We are
Newhams longest-serving Primary Care provider, working closely with the NHS to
deliver healthcare services to the local community. Treating our patients as we
would want our family members to be treated is at the heart of everything we
do; Intelligent Kindness.
Newham GP
Co-op serves the Newham population which consists of approximately 450,000
patients. Our teams work tirelessly to ensure that we provide continuously
accessible healthcare for the diverse population of Newham - 24 hours a day, 7
days a week, 365 days a year.
At Newham
GP Co-op, we are a forward facing, learning organisation, adapting to the needs
of our community. We remain committed to being a trusted healthcare provider
and a pillar of support for the local community. Our mission is to support
Primary Care by providing round the clock, high quality healthcare for our
patients. Always inclusive, respectful and innovative in our approach.
Job description
Job responsibilities
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 requests.
Job description
Job responsibilities
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 requests.
Person Specification
Skills & Abilities
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.
- 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
- Reliable, kind and compassionate.
Qualifications
Essential
- Professional qualification, to a minimum of degree level, or equivalent; additional qualifications in office administration or a related field are advantageous
- 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
- Immunisations Required
- Tetanus
- Polio
- Diphtheria
- MMR
- HepB
Person Specification
Skills & Abilities
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.
- 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
- Reliable, kind and compassionate.
Qualifications
Essential
- Professional qualification, to a minimum of degree level, or equivalent; additional qualifications in office administration or a related field are advantageous
- 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
- Immunisations Required
- Tetanus
- Polio
- Diphtheria
- MMR
- HepB
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.
