Administrative Assistant

Job description

Job responsibilities

The following are the core responsibilities of the data administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

1. Welcome patients and visitors to the Practice, directing requests appropriately

2. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

3. Receiving of patient samples and processing as per protocol

4. Book appointments, maintain and monitor the Practice appointment system

5. Process incoming and outgoing mail

6. Initiating contact with and responding to, requests from patients, team members and external agencies

7. Process referrals to external agencies such as Secondary Care using the electronic referral system (ERS)

8. Process and support patient call and recall systems

9. File and store records as required

10. Input data into the patients healthcare records as necessary

11. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

12. Extracting the required data from clinical correspondence and coding the data into the patients electronic healthcare record on TPP SystmOne Clinical System

13. Manage all queries (including administrative queries) as necessary in an efficient manner

14. Monitor and maintain the work areas ensuring a clean, tidy, effective working area at all times

15. Support all clinical staff with general tasks as requested

16. The processing of changes to patient registration, deduction of record and new patient registration

17. Support all clinical staff with general administrative tasks as requested

18. Maintain effective security of data all times

19. Assist with fault reporting

20. Ensure new patient records are received electronically and imported onto the clinical system

21. Summarise patients notes when requested

22. Process patient online applications as required

23. Process requests for information i.e., SAR, Insurance/Solicitors letters and DVLA forms

In addition to the primary responsibilities, the medical administrator may be requested to:

a. Partake in audit as directed by the Practice Manager

b. Support admin team, providing cover during staff absences

c. Complete opening and closing procedures in accordance with the duty rota

d. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent
• Experience of working with the general public
• Experience of establishing effective office administrative systems
• Working with Microsoft Office
• Excellent communication skills (written and oral)
• Excellent IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Accuracy and attention to detail
• Ability to maintain confidentiality
• Ability to follow policy and procedure
• Polite and confident
• Flexible and co-operative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Desirable

• GCSE Mathematics & English (C or above)
• NVQ Level 2 in Health and Social Care
• Experience of working in a medical environment
• Systmone user skills
• Able and willing should the need arise to cover colleagues who are absent due to holiday or illness

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

Drs Koh & Trory

Address

The Health Centre

Victoria Road

Hartlepool

TS26 8DF

Employer's website

https://drskohandtrory.co.uk/ (Opens in a new tab)