Job summary
gtd healthcare is one of the largest, not-for-profit, NHS commissioned primary and urgent care providers in North West England. An excellent opportunity for a GP Practice Administrator has arisen in our City Health Centre Practice in the heart of Manchester City Centre.
The practice has a list size of approximately 15500 patients and also operates the Manchester Urgent Primary Care Hub which cares for all patients in Manchester as an urgent treatment centre.
The successful candidate will be friendly, confident, resilient, flexible, have well developed team work, communication, organisational and customer service skills. Experience of working in a GP Practice and using Emis Web & docman would be desirable but not essential.
We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.
Main duties of the job
-
To have a thorough knowledge of all Practice
procedures and protocols and know where to access them for reference adhering
to them at all times
-
To provide an efficient word processing service for
GPs and Health Professionals as required. This includes patient referrals,
following the agreed procedure, the typing of letters, reports and minutes, as
required, accurately and to a high quality standard
-
To support the data management team with chronic
disease recall systems, patient registers and any administration relating to
cytology and immunisations as required
-
To manage patient referrals ensuring robust follow
up and adherence to practice protocols at all times.
-
Summarise new and existing patient notes following
appropriate training
-
To receive incoming and initiate outgoing telephone
calls in order to facilitate timely and appropriate communications with others,
taking messages and dealing with appropriate queries.
-
To retrieve medical records and assist the
completion of medical/insurance records requests.
-
To undertake any other administrative tasks as
directed by the practice manager within field of competence or following
appropriate training.
-
To liaise and arrange meetings as required and to
attend meetings and take minutes.
-
Ensure adherence at all times to the requirements
of the Data Protection Act
-
To assist with the gathering of statistics and
information when required.
About us
At gtd healthcare we believe we do things differently. Our not-for-profit ethos, with a drive to innovate care offers patients the best experience possible and a unique opportunity to transform services.
We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.
Benefits package
As an employee of gtd healthcare, you'll be able to take advantage of our benefits package, including:
- working for a values-driven organisation;
- Real living wage employer;
- access to Wagestream, which provides flexible and on-demand access to stream your pay during the month, in real-time, when picking-up extra shifts;
- 30 days annual leave, rising to 32 after five years of continuous service;
- flexible pension benefits including NHS pension scheme;
- flexible working hours and policies;
- family friendly and carer policies;
- opportunities to apply for innovation and quality awards;
- access to gtd healthcares wellbeing initiatives, which offer a wide range of tools and resources;
- gtd healthcare social and fun activities; cycle to work scheme.
Job description
Job responsibilities
Administrative Duties
-
To have
a thorough knowledge of all practice procedures and protocols and know where to
access them for reference adhering to them at all times
-
To
provide an efficient word processing service for GPs and healthcare professionals
as required. This includes patient referrals, following the agreed procedure,
the typing of letters, reports and minutes, as required, accurately and to a
high-quality standard
-
To
support the data management team with chronic disease recall systems, patient
registers and any administration relating to cytology and immunisations as
required
-
To
manage patient referrals ensuring robust follow up and adherence to practice
protocols at all times.
-
Summarise
new and existing patient notes following appropriate training
-
To
receive incoming and initiate outgoing telephone calls in order to facilitate
timely and appropriate communications with others, taking messages and dealing
with appropriate queries.
-
To
retrieve medical records and assist the completion of medical/insurance records
requests.
-
To
undertake any other administrative tasks as directed by the practice manager
within field of competence or following appropriate training.
-
To
liaise and arrange meetings as required and to attend meetings and take
minutes.
-
Ensure
adherence at all times to the requirements of the Data Protection Act
-
To
assist with the gathering of statistics and information when required.
-
Photocopying
as required.
Reception duties
-
Undertake
all reception duties when required to support the practices at times of staff
absence
-
Act as
a chaperone for general examinations if requested following appropriate
training
-
Deal
with general enquiries and explain procedures as requested
-
Offer
general assistance to the practice teams
Premises
-
Open up
premises at the start of the day, if first to arrive, de-activate the alarm
make all necessary preparations to receive patients for the opening time of the
practice
-
When
last to leave premises at the end of the day, ensure that the building is
totally secured, telephone diverted to Out of Hours number, internal lights are
switched off and the alarm activated
-
Ensure
the reception area, notice boards and leaflet racks are tidy and free from
clutter and obstructions
Personal/Professional development
-
The
post holder will participate in any training activity implemented by the practice
or gtd healthcare as part of this employment, such activity to include:
-
Participation
in an annual performance review (appraisal), including taking responsibility
for maintaining a record of own development activity
-
Taking
responsibility for own development and
learning by following through objectives set at appraisal
-
Ensure
attendance at identified training events
-
Attend
induction training, mandatory training and mandatory updates as required
-
Attendance
at practice meetings
-
Support
the induction and training of new members of staff in reception procedures
Quality
-
The
post holder will strive to maintain quality within the practice by:
-
Alerting
other team members to issues of quality and risk
-
Assessing
own performance and taking accountability for own actions, either directly or
under supervision
-
Contribute
to the effectiveness of the team by reflecting on own and teams 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
Personal/Professional
Development
-
The
post holder will participate in any training activity implemented by the
practices or gtd healthcare as part of this employment, such activity to
include:
-
Participation
in an annual performance review (appraisal), including taking responsibility
for maintaining a record of own development activity
-
Taking
responsibility for own development and learning by following through objectives
set at appraisal
-
Ensure
attendance at identified training events
-
Attend
induction training, mandatory training and mandatory updates as required
Job description
Job responsibilities
Administrative Duties
-
To have
a thorough knowledge of all practice procedures and protocols and know where to
access them for reference adhering to them at all times
-
To
provide an efficient word processing service for GPs and healthcare professionals
as required. This includes patient referrals, following the agreed procedure,
the typing of letters, reports and minutes, as required, accurately and to a
high-quality standard
-
To
support the data management team with chronic disease recall systems, patient
registers and any administration relating to cytology and immunisations as
required
-
To
manage patient referrals ensuring robust follow up and adherence to practice
protocols at all times.
-
Summarise
new and existing patient notes following appropriate training
-
To
receive incoming and initiate outgoing telephone calls in order to facilitate
timely and appropriate communications with others, taking messages and dealing
with appropriate queries.
-
To
retrieve medical records and assist the completion of medical/insurance records
requests.
-
To
undertake any other administrative tasks as directed by the practice manager
within field of competence or following appropriate training.
-
To
liaise and arrange meetings as required and to attend meetings and take
minutes.
-
Ensure
adherence at all times to the requirements of the Data Protection Act
-
To
assist with the gathering of statistics and information when required.
-
Photocopying
as required.
Reception duties
-
Undertake
all reception duties when required to support the practices at times of staff
absence
-
Act as
a chaperone for general examinations if requested following appropriate
training
-
Deal
with general enquiries and explain procedures as requested
-
Offer
general assistance to the practice teams
Premises
-
Open up
premises at the start of the day, if first to arrive, de-activate the alarm
make all necessary preparations to receive patients for the opening time of the
practice
-
When
last to leave premises at the end of the day, ensure that the building is
totally secured, telephone diverted to Out of Hours number, internal lights are
switched off and the alarm activated
-
Ensure
the reception area, notice boards and leaflet racks are tidy and free from
clutter and obstructions
Personal/Professional development
-
The
post holder will participate in any training activity implemented by the practice
or gtd healthcare as part of this employment, such activity to include:
-
Participation
in an annual performance review (appraisal), including taking responsibility
for maintaining a record of own development activity
-
Taking
responsibility for own development and
learning by following through objectives set at appraisal
-
Ensure
attendance at identified training events
-
Attend
induction training, mandatory training and mandatory updates as required
-
Attendance
at practice meetings
-
Support
the induction and training of new members of staff in reception procedures
Quality
-
The
post holder will strive to maintain quality within the practice by:
-
Alerting
other team members to issues of quality and risk
-
Assessing
own performance and taking accountability for own actions, either directly or
under supervision
-
Contribute
to the effectiveness of the team by reflecting on own and teams 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
Personal/Professional
Development
-
The
post holder will participate in any training activity implemented by the
practices or gtd healthcare as part of this employment, such activity to
include:
-
Participation
in an annual performance review (appraisal), including taking responsibility
for maintaining a record of own development activity
-
Taking
responsibility for own development and learning by following through objectives
set at appraisal
-
Ensure
attendance at identified training events
-
Attend
induction training, mandatory training and mandatory updates as required
Person Specification
Qualifications
Essential
- Good standard of secondary education.
- Demonstrable commitment to professional development.
Desirable
- IT/ Word processing qualification.
Experience
Essential
- Working in a GP Practice.
- Working in a busy public reception environment.
- Working with Clinical software e.g. EMIS.
- Reception & clerical duties.
- Using computer office programmes.
- Dealing with the public/patients.
- Working in a busy telephone answering environment.
- Working as part of a team.
- Working in an NHS service
Desirable
- Working as a medical administrator.
Skills and attributes
Essential
- Excellent organisational skills.
- Excellent communication skills verbal and written.
- Excellent customer service skills.
- Polite, pleasant & professional interpersonal manner, both on the telephone and in person.
- Able to work effectively as part of a team.
- Able to work on own initiative & problem solve within own area of work.
- An understanding, acceptance & adherence to the need for strict confidentiality.
- Able to work without direct supervision and determine own work priorities.
- Able to work under pressure.
- Able to liaise effectively with a range of individuals/services within the practice, within gtd healthcare and externally.
- Excellent computer and IT skills.
- Good report/letter writing skills.
- Excellent standard of word processing and keyboard skills.
- Good knowledge of medical terminology and read coding.
- Able to maintain an accurate and thorough approach to work.
- Able to work to set standards, policies & procedures.
- Interest & aptitude for learning new skills.
- Willingness to actively engage in appraisal, personal development and training.
- Awareness of diversity issues & able to work in a non-discriminatory manner.
- Flexible approach to undertaking a wide variety of tasks.
- Flexible approach to working hours, willingness to work anti-social hours, shifts, cover at other practices as required.
Desirable
- Statistical & data analysis skills.
Person Specification
Qualifications
Essential
- Good standard of secondary education.
- Demonstrable commitment to professional development.
Desirable
- IT/ Word processing qualification.
Experience
Essential
- Working in a GP Practice.
- Working in a busy public reception environment.
- Working with Clinical software e.g. EMIS.
- Reception & clerical duties.
- Using computer office programmes.
- Dealing with the public/patients.
- Working in a busy telephone answering environment.
- Working as part of a team.
- Working in an NHS service
Desirable
- Working as a medical administrator.
Skills and attributes
Essential
- Excellent organisational skills.
- Excellent communication skills verbal and written.
- Excellent customer service skills.
- Polite, pleasant & professional interpersonal manner, both on the telephone and in person.
- Able to work effectively as part of a team.
- Able to work on own initiative & problem solve within own area of work.
- An understanding, acceptance & adherence to the need for strict confidentiality.
- Able to work without direct supervision and determine own work priorities.
- Able to work under pressure.
- Able to liaise effectively with a range of individuals/services within the practice, within gtd healthcare and externally.
- Excellent computer and IT skills.
- Good report/letter writing skills.
- Excellent standard of word processing and keyboard skills.
- Good knowledge of medical terminology and read coding.
- Able to maintain an accurate and thorough approach to work.
- Able to work to set standards, policies & procedures.
- Interest & aptitude for learning new skills.
- Willingness to actively engage in appraisal, personal development and training.
- Awareness of diversity issues & able to work in a non-discriminatory manner.
- Flexible approach to undertaking a wide variety of tasks.
- Flexible approach to working hours, willingness to work anti-social hours, shifts, cover at other practices as required.
Desirable
- Statistical & data analysis 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.
