Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team
Offer general assistance to the Practice team and project a positive and friendly image to patients and visitors, either in person or via the telephone
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
Receive, assist and direct professional visitors in accessing the appropriate department or practice member in a courteous, efficient and effective way
Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies as well as the Medical Centre's Volunteers
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, dependent on current and evolving Practice workload and staffing levels:
Provide administrative support to the Practice and as required, including filing, photocopying, scanning
Process and distribute incoming (and outgoing) mail
Take messages and pass on information as appropriate
Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures e.g. Change of Address Notifications, Text Reminder Notifications, Military Veterans Notifications
Process cytology results
Process INRs
Assist with distribution of pathology results
Assist with OOH, Lab Links reports and Docman
Provide ad hoc administrative assistance with Baby Clinics
Assist with Annual Flu / Covid 19 Programme e.g. inputting flu data
Handle Child Surveillance data in line with Practice guidelines
Provide administrative support to Clinicians/senior administrators in the management of chronic diseases, and annual reviews for patients with Learning Disabilities and Mental Health issues
Provide administrative assistance for online appointment facility
Process various requests for patient information e.g. insurance forms
Assist with and maintain the auto check-in messaging services
Clear and re-stock consulting rooms as required
Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
Handle / process out going Practice mail e.g. franking
Helping to keep the Admin / Secretarial areas tidy and free from obstructions.
Provide occasional cover for Reception Team colleagues during absence due to sick leave, which would involve processing telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
Undertake general housekeeping including ordering, re-ordering and monitoring of stationery and other supplies for Reception
Undertake and maintain appropriate Fire Warden training / duties / responsibilities
Undertake and maintain appropriate Evacuation Chair training / duties / responsibilities
Undertake and maintain appropriate First Aider training / duties / responsibilities
Develop and maintain a positive patient focussed culture
Develop and maintain a positive and supportive culture across the wider Surgery Team
Attend any staff training deemed suitable by the Partners / Practice Manager
Any other duties commensurate with this position
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 , 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 recognizes 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 recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize 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
Codes of Conduct and Accountability:
You are expected to comply with relevant codes of conduct and accountability.
Postscript:
This is not intended to be a comprehensive description of the duties of the post. The post holder may be required to undertake other related duties not specifically mentioned above. Any changes to this role specification will be made in consultation with the post holder.
ADMINISTRATIVE ASSISTANT - PERSON SPECIFICATION
QUALIFICATIONS / EXPERIENCE
Experience of Microsoft Office software
Experience of dealing with the public and working in a public reception environment
Recognised qualification to diploma level or above
A demonstrable commitment to personal / professional development
Experience within the NHS or a GP practice
Experience of EMIS Web clinical system
KNOWLEDGE / SKILLS
Excellent verbal and interpersonal communication skills.
IT literate and proficient in using Microsoft Windows / Office..
Ability to use own judgment, resourcefulness and common sense.
Ability to measure the quality of one's own work.
Ability to work as part of an integrated, multi-skilled team.
Ability to contribute to positive team dynamics.
Ability to handle conflict with public / patients.
Ability to remain impartial and non-judgmental.
Knowledge of diversity issues and ability to work in non-discriminatory way.
Knowledge of NHS.
QUALITIES / ATTRIBUTES
An understanding, acceptance and adherence to the need for strict confidentiality
Able to work under pressure.
Excellent attention to detail.
Able to use own judgment and common sense.
Hard working and reliable.
Honest, pleasant and approachable.
OTHER
Willingness / availability to support the Practice in its provision of primary care medical services during Surgery opening hours.
Job Types: Full-time, Permanent
Pay: 23,875.00 per year
Benefits:
Company pension
Employee discount
Free flu jabs
Education:
Diploma of Higher Education (required)
Experience:
IT: 1 year (required)
Microsoft Office: 1 year (required)
GP surgery: 1 year (preferred)
Phone etiquette: 1 year (required)
Work Location: In person