Job Description

Are you looking to contribute your skills in a dynamic and supportive environment? A fantastic opportunity to join our team at Hodge Hill Family Practice and be a part of the overall vision of Coventry & Rugby GP Alliance has become available, and we are currently seeking a driven and dedicated individual to fill the role of Administrative Officer.

Our Administrative Officer plays a vital role as part of a busy team. In this position, you will support us with achieving our goals, while also contributing to the overall success of our organisation. To provide full and comprehensive administrative and secretarial support to the Practice as a whole. Duties and responsibilities may include any or all of the items in the following list and may vary from time to time under the direction of the Deputy Practice Manager/Practice Manager, dependent on current and evolving workload and staffing levels.

This role will require you to maintain information and monitoring systems, and to support the demands of the service.

At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, youll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.

Main duties of the job

Accurately transcribe complicated dictation with complex medical terminology, requiring concentration and appropriate attention to detail for prolonged periods, while subject to frequent interruptions.

Compose letters as appropriate and undertake transcription of dictation.

Receive and process all incoming mail, bringing this and other relevant matters to timely attention of the medical staff and taking appropriate action as necessary, identifying issues to escalate to the relevant clinician.

Efficiently process and record referral letters and medical reports.

Effectively operate the Choose and Book Referral computer system.

The co-ordination and administration of requests from solicitors and GPs for patient records in line with the Access to Medical Records Act.

Liaise with Healthcare professionals, patients, solicitors and other external organisations to assist with the resolution and administration of queries.

Maintenance of appropriate system for monitoring of payments invoiced and received for non NHS services undertaken by the practice.

Maintenance of directory for services available to patients. To include consultants, chiropodists and other available services.

Audit trail for referrals ensuring referral process is completed in timely manner.

Undertake information retrievals for the Practice and patients best interests as requested by the GPs.

About us

We take pride in offering a robust range of benefits to support our employees, including:

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Annual Leave

: Enjoy 27 days of annual leave for full-time employees, in addition to bank holidays.

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Sick Pay

: Our enhanced sick pay policy ensures you are supported during times of illness.

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Pension Scheme

: Access to the NHS pension scheme to secure your financial future.

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Enhanced Maternity Leave

: We provide generous maternity leave to support new parents.

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Paternity Leave

: We also offer paternity leave to allow new fathers to bond with their newborns.

- Employee Assistance Network: Access support through our employee advice network for personal and professional challenges 365 days a year 24/7!

- Internal Awards: We recognise and celebrate the achievements of our staff through internal awards.

- Exclusive Discounts: Benefit from a variety of discounts that enhance your overall employee experience.

We are committed to creating a supportive and rewarding work environment for all our employees.

If youre excited by the prospect of tackling new challenges, collaborating with a dynamic team, and helping shape the future of our organisation, we would love to hear from you! Apply today and take the first step toward an exciting new chapter in your career.

Job descriptionJob responsibilities

Work confidentially at all times.

Work safely at all times in accordance with Legislative requirements and Practices policies and procedures.

Answer telephones and assist reception function when required, ensuring an effective and efficient reception service is provided to patients and any other visitors to the Practice.

Provide an efficient, courteous and responsive reception and telephone service to the public.

Participate in new initiatives and future changes in service delivery improvements.

Support the Team in promoting equal opportunities in the workplace and delivering services which are accessible and appropriate to the diverse needs of service users.

Deal with all general enquiries.

Carry out a range of administration duties including word processing and data inputting duties as required into the clinical system, fax, photocopy and post.

Facilities

Have a thorough knowledge of all practice procedures and work in accordance with approved protocols.

Ensure building security have a thorough knowledge of doors windows alarm.

Other Tasks

Undertake a variety of administrative duties to assist in the smooth running of the service including the provision of clerical support to clinical staff and other members of the Practice team, or any other duties as requested by line manager.

Contributing to the development and improvement of services to patients.

Play an active role in the induction and training of new staff members.

Support with the delivery of other targeted services delivered by Coventry and Rugby GP Alliance.

Contributing 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.

Person SpecificationExperienceEssential

Previous experience in an administrative or reception role. Experience handling confidential information in line with GDPR.
Desirable

Experience using databases or electronic record systems (ideally EMIS, SystmOne, or similar). Experience working in a GP surgery, NHS service, or healthcare setting. Knowledge of appointment booking systems and repeat prescription processes.
QualificationsEssential

GCSEs (or equivalent) in English and Maths Grade C 4 or above. Proficient in Microsoft Office (Word, Excel, Outlook) and basic IT systems. Willingness to undertake further training relevant to primary care (e.g., NHS systems training).
Desirable

NVQ Level 2 3 in Business Administration or equivalent. Training in medical terminology.
Aptitudes and AtributesEssential

Strong organisational skills with the ability to prioritise workload effectively.
Desirable

Ability to anticipate needs and take proactive steps to solve problems.
Skills and KnowledgeEssential

Excellent verbal and written communication skills. Ability to manage a busy workload, prioritise tasks, and meet deadlines. Strong attention to detail and accuracy in data entry. Ability to work effectively both independently and as part of a team.
Desirable

Understanding of patient confidentiality and safeguarding principles. Knowledge of QOF (Quality and Outcomes Framework) processes. Understanding of the structure of the NHS and primary care services. Ability to deal calmly and professionally with challenging situations.
Job Types: Full-time, Permanent

Pay: 13.24 per hour

Expected hours: 37.5 per week

Work Location: In person