Administrator

Job description

Job responsibilities

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the practice manager/partners, dependent on current and evolving practice workload and staffing levels:

• Processing Online Forms
• Action GP2GP tasks
• Maintaining worklists
• Processing of changes to patient registration, deduction of record and new patient registration
• Book patients for clinicians using robust call/recall system to invite patients
• Responsible for filling in nurses/ HCA clinics
• Work on QOF register
• Read coding on clinical system on patient notes
• Learn to run searches on EMIS on different registers
• Creating & updating spreadsheets on calls & recalls
• Report to practice Director/Manager on weekly basis regarding progress of call & recall

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

Health & safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• 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
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of vulnerable adults and children

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 and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with 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
• Ensuring mandatory training is undertaken when required to do so.

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 own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients 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 patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audits where appropriate

Flexibility:

This job description is not intended to be an exhaustive description of every duty performed by the receptionist, but rather a guide to the type and nature of the duties. In Essex Lodge Surgery, flexibility in the duties undertaken and the hours worked are essential to achieve the objectives of a smooth running practice.

The post holder is required to carry out any duties that fall within the scope of this role, that may reasonably be requested by the Partners or the Practice Manager and that relate to the efficiency and smooth running of the Practice.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time-to-time.

Person Specification

Qualifications

Essential

• Good standard of general education
• GCSE Mathematics C or above
• GCSE English C or above

Desirable

• AMSPAR Receptionist certificate
• NVQ Level -3

Experience

Essential

• Experience of working with the general public
• Experience of reception work

Desirable

• Experience of working within General Practice (GP Surgery)
• Knowledge of Emis Web Clinical System

Skills & Behavior

Essential

• Excellent communication skills (Written and Oral)
• IT skills - Microsoft applications, Internet
• Time Management and the ability to work to deadlines
• Performing under pressure

Desirable

• Flexibility
• Adaptability and Interpersonal skills

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

Essex Lodge Surgery

Address

94 Greengate Street

London

E13 0AS

Employer's website

https://www.essexlodge.com/ (Opens in a new tab)