Job Description

JOB TITLE: ADMINISTRATION OFFICER

REPORTS TO: ADMINISTRATION TEAM LEADER

PRACTICE MANAGER

HOURS: 37 hours per week

JOB SUMMARY

Working under the direct supervision of the Administration Team Leader and strictly in accordance with specific practice guidelines and protocols, the post-holder will be responsible for accurate recording of data, coding and maintaining the integrity of the patient record.

DUTIES AND RESPONSIBILITIES:

1. Accurate use of the clinical IT system (SystmOne), the Workflow Process and data recording:

a. Using the Practice's clinical system, workflow is the coding and recording of all clinical correspondence to maintain the accuracy of patient records. Correspondence includes hospital discharge letters, clinic letters, and information received from Community Teams etc.

b. Processing SystmOne Tasks - Actions required by the team on a rota basis in connection with specific patient records; and

c. Emails communications - managing your own account and on a rota basis the management of the generic team account; and

d. Referrals Management - completing and submitting documents to hospitals and other specialist service providers; and

e. Other duties include:

i. Loading and retrieving medical notes for registration links and return to the PCSE

ii. Registration of new patients, temporary patients and deductions of patients who have left the Practice.

iii. Contacting patients by telephone

2. Call and Recall Programme for immunisations, screening and long-term conditions (LTC)

a. Identifying and inviting patients by letter to attend for immunisations such as MMR; screening appointments or review of LTC.

b. Helping with seasonal mail shots involving folding of correspondence into envelopes ready for posting.

3. A share of other general Admin Team duties including processing of incoming and outgoing post; scanning, filing, photocopying of medical records for medico-legal purposes as requested, milk etc.

4. Use of clinical system and appropriate NHS on-line web portals, and use of Microsoft suite incl. Word and Excel

5. Undertake online and face to face training as and when required.

6. Any other duties commensurate with the grade

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 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 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, 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 Communicate effectively with 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
Job Type: Full-time

Pay: 12.25 per hour

Expected hours: 37 per week

Benefits:

Company pension On-site parking
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 26/06/2025
Reference ID: Admin/AH
Expected start date: 04/08/2025