Administrator

JOB TITLE: Administrator

REPORTS TO: Operations Manager

HOURS: 30 - 37 hours per week

Job Summary:

To ensure administrative and clerical duties within the practice are carried out within the practice’s guidelines and policies.

The practice is moving towards becoming a paper-light environment, therefore the post-holder will summarise and read code relevant information from patient’s clinical records, hospital correspondence and other sources into the practice computer system, working strictly in accordance with the practice notes summarising and read code protocols.

This is a varied role that will see you offering a supportive administrative service to all members of the practice team in an efficient and effective way.

You will also provide 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.

Job Responsibilities:

Team Work:

• Offer general assistance to the practice team and project a professional, positive, and friendly image to patients and other visitors, either in person or via the telephone.
• Facilitate effective communication between patients, members the primary health care team, secondary care, and other associated healthcare agencies.
• Liaise with district nurses, midwives, and other professionals within the community teams, on behalf of patients
• Ensure that excellent customer care is being delivered at all times
• Play an active role in the assistance of updating practice communications
• Offer solutions and actively listen to fellow colleagues to resolve issues.
• Deal with complex and sensitive issues

Administration

• To have a thorough knowledge of all Practice procedures. To maintain a thorough knowledge of all Practice procedures and work in accordance with written protocols
• To issue letters, as required, to patients and other relevant parties
• To work in accordance with written protocols, being aware of and accurately completely required forms
• To attend, contribute and support to practice meetings, as required
• Pulling/filing notes for surgeries and update, as necessary
• Filing post as necessary
• Photocopying as requested
• Reviewing medical records and producing an accurate summary of the patient’s medical history
• Read Coding the information into the practice clinical system
• Assist with data collection in the practice
• Filing and retrieving paperwork
• Extraction of necessary data from clinical correspondence and input into electronic patient records

Record.

• Scanning of letters and relevant correspondence into patient’s notes.
• Summarisation of patient’s notes when requested.
• Ensure all new registrations are entered onto the database
• Update the database for all patient change of registration status as notified
• Ensure all transfers off registration database are effected as and when applicable
• Collate patient data as directed
• Monitoring patient call and recall systems

Patient Registrations

• Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
• Ensure that all registrations including New, immediately necessary, and temporary residents are registered onto the computer system promptly and accurately
• Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to

Other Tasks

• Any other tasks allocated by managers
• Undertake a variety of EMIS tasks to assist in the smooth running of the practice, contacting patients as requested by managers and clinical staff when required.

Responding to system wide alerts.

• Contributing to the development and improvement of services to patients
• To assist your colleagues in learning new procedures and offering support across the team when required
• To act as a mentor and/or buddy for new team members and apprentices within the team.

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, to 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 and free from hazards
• Reporting potential risks identified

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 people’s 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 which 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, 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 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 team’s 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, patients and carers
• Recognise people’s 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 audit where appropriate

The details contained in this Job Description are not exhaustive and may change as the post develops.

Job Types: Permanent, Part-time, Full-time

Pay: £12.71 per hour

Benefits:

• Company pension
• On-site parking

Education:

• GCSE or equivalent (required)

Experience:

• Administrative/customer service: 2 years (required)

Work Location: In person