Job responsibilities
Position: ADMINISTRATOR
Accountable to Assistant Practice Manager/Practice Manager & Partners
Hours 19.5 hours per week -(Over 3 days Wednesday, Thursday and Friday)
Pay £23,809 FTE
General Information
Haresfield Surgery is situated within the Worcester City locality boundary and provides general medical services to approximately 18,300 patients. The Practice has six partners, eight Salaried GPs, Advanced Nurse Practitioners, Registrars, GP Clinical Pharmacist, dedicated Management and a strong Nursing Team, all of which are supported by skilled Receptionists and Administrators. Haresfield Surgery is also a Training practice with a longstanding relationship with the University of Birmingham Medical School. It is ideally located with excellent road links to surrounding towns and villages.
Haresfield Surgery prides itself with its team ethos, making it a great place to work. In its modern, purpose-built building, Haresfield Surgery is able to offer its staff a working environment with comfortable rest rooms, free on-site parking and an in-house gym. Staff welfare is of utmost importance, as well as a focus on professional development and job satisfaction.
Job Summary
We are looking for a friendly, positive individual who can remain calm under pressure. The successful candidate will have strong communication skills, be a good team player but also be able to use their own initiative. IT literacy is required but we will give full training on our clinical system and practice IT hardware. This is a role established to support the administration of the practice. Working hours will depend on the right candidate but will need continuity during the working week to ensure operational smooth running of systems within the practice.
Principal Duties and Responsibilities
The post-holder will need to quickly become familiar with all functions of the practice. There will be a need to work closely with all staff covering all departments to maintain appropriate levels of administration support and will be able to work together as a team and individually.
Duties may include the following:
- Undertake a variety of administrative duties to assist in the smooth running of the practice.
- Assist with document scanning duties: scanning of patient related documentation and attaching scanned documents to the patient healthcare records. Accurately code data onto the patients record via the clinical EMIS computer system.
- Taking messages and passing on information
- Filing and retrieving paperwork
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- On occasions provide cover support for administration and reception areas, Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional.
- Providing administrative support to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning.
- To carry out administration tasks relating to the medical research supporting clinicians where required.
- To provide IT support, and liaise with teams for network/IT/phone support
- To set up and manage any practice generic email accounts
- To assist with the processing of monthly searches to support the patient recall systems for annual chronic disease reviews and repeat blood tests. Run searches and contact patients to support wellbeing appointment bookings.
- Supply general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the Practice. It is the individuals responsibility to remain up to date with recent developments.
Place of Work:
The main place of work will be based at Haresfield Surgery, but there may be occasional times where travel is required to the practices branch Surgery in Kempsey.
Health & Safety:
Working within a healthcare environment, the post-holder must take responsibility for their own and others health, safety and security. This will include (but will not be limited to):
All staff within the department adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the Practice.
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 across the Practice.
Making effective use of training to update knowledge and skills and initiate and manage the training of others in these areas.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed.
Actively identifying, reporting on and correcting health and safety hazards and infection hazards immediately when recognised.
Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other staff.
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.
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 that is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training program 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 their own performance and take accountability for their own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on their own and the teams activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patient 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 other team members.
- Communicate effectively with patients and carers.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Notes
This is not intended to be an exhaustive list of responsibilities. This is a role which requires flexibility and adaptability and it is expected that you will participate in a wide range of activities which are appropriate to your position, level of expertise and employment grade
