Job Description

ONLY APPLY IF YOU HAVE THE EXPERIENCE REQUIRED IN THIS JD.

Working hours: 25 hours per week/Monday to Friday (no negotiation)

About us

Pickhurst Surgery is based in Bromley, Hayes. We have a growing list size of approx. 8,800 patients and are part of the Hayeswick Primary Care Network. We have an extended clinical team, which includes Clinical Pharmacists, First Contact Practitioners, a Mental Health Practitioner and GPAs, working alongside the GPs (3 Partners, 2 Salaried GPs and 1 Long term Locum GP) and a Nursing team, supported by the Practice Manager, Assistant to PM and the Admin team. The Practice advocates a friendly and positive working environment and we are looking for an equally friendly, motivated and versatile individual to join our team.

Job Summary:

To provide administrative support and services to all members of the practice team with reception cover as required.

You will be required to be flexible enough to start work at 8am and on certain days finish at 6pm.

The list of duties below is not exhaustive and may be subject to change as deemed necessary.

Job Responsibilities:

The following are the core responsibilities of the Administrator. There may be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing level.

MAIN DUTIES AND RESPONSIBILITIES

PATIENT REGISTRATION/WORKFLOW MANAGEMENT

NON-NHS SERVICES MANAGEMENT

REFERRALS MANAGEMENT

PRESCRIPTION MANAGEMENT

DOCMAN MANAGEMENT

EMAIL MANAGEMENT

Responsibilities within the Practice:

Awareness of and compliance with all relevant practice policies/guidelines i.e. prescribing, confidentiality, data protection, health and safety.

A commitment of life-long learning, evaluation and audit to ensure evidence based best practice.

Contributing to evaluation/audit and clinical standard setting within the Practice.

Contributing to the development of computer-based patient records.

Contributing to the summarising of patient records and coding of patient data.

Attending training and events organised by the Practice or other agencies, where appropriate.

Planning and Organisation:

To support the control of clinics/appointments, retrieve records, liaising with patients, staff, other health professionals or outside agencies

Sustain the confidence of patients and carers by tracking and evaluating changes in services so that knowledge remains current and with other members of the team, acting as a central point of contact in the surgery for staff to access current information, so enabling them to signpost patients to appropriate support services.

To maintain filing systems in line with Policies and Procedures

Ability to deal with incoming and outgoing post.

To maintain filing systems in line with Policies and Procedures.

Ability to prioritise work on importance and urgent basis.

To maintain key trackers and spreadsheets.

To provide monthly audits of workload to the Assistant to PM.

Safeguarding:

Within their sphere of competence, each member of staff is responsible for promoting and safeguarding the welfare of the children, young people and / or vulnerable adults for whom they are responsible for or may come into contact with, in the job role.

Personal Development and Training:

Attend all Mandatory and Statutory training as required or indicated by the management team.

Take responsibility for your own development, learning and performance and demonstrating skills to others who are undertaking similar training and development.

To participate in annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

Conflict of Interests:

You are not precluded from accepting employment outside your positon with other practices. However, such other employment must not in any way hinder or conflict with the interests of your work for our Practice and must be with the knowledge of the Practice Manager.

Infection Control:

Infection Control is everyone's responsibility. All staff, both clinical and non-clinical, are required to adhere to the Practice's Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times, thereby reducing the burden of all Healthcare Associated Infections including MRSA. In particular, all staff have the following key responsibilities.

Staff must observe stringent hand hygiene. Alcohol rub should be used on entry to and exit from the clinical areas. Hands should be washed before and after following all patient contact. Alcohol hand rub before and after patient contact may be used instead of hand washing in some clinical situations.

Staff members have a duty to complete their infection control training provided by the practice as set in the infection control policy.

Staff members who develop an infection that may be transmissible to patients have a duty to contact the Lead Practice Nurse or the Practice Manager.

General Data Protection Regulation (GDPR):

To maintain the confidentiality of all personal data processed by the practice in line with the provisions of the GDPR.

As part of your employment with Pickhurst Surgery, we will need to maintain your personal information in relation to work on your personal file. You have a right to request access to your personal file via an email to the Practice Manager.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in regard 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 regarding patients and their carers, and other healthcare workers. They may also have access to information regarding the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information regarding 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 regarding confidentiality and the protection of personal and sensitive data.

The post-holder must ensure compliance with the requirements of the Data Protection Act 1998, Caldicott requirements.

Communications:

The post holder will recognise the importance of effective communication within the team and will strive to:

o Communicate effectively with all team members.

o Communicate effectively with patients and carers.

o Communicate effectively with Out Of Hours Clients and Locums.

o Recognise people's needs for alternative methods of communication and respond accordingly.

o Communicate on a proactive basis, as well as a responsive basis.

No Smoking:

To refrain from smoking in the premises, staff must be smoke-free when on duty or otherwise in uniform, wearing a badge or identifiable as Pickhurst Surgery staff.

Alcohol:

To recognise that even small amounts of alcohol can impair work performance and affect one's ability to deal with patients and the public in a proper and acceptable manner. Consumption of alcohol during work hours in not permitted.

Health & Safety:

The post-holder will proactively assist in the promotion of a safe working environment, ensuring their safety and security, and that of others, as defined in the practice Health & Safety Policy, the practice Health & Safety manual, the practice Infection Control policy and other published procedures. This will include:

Using personal security systems and procedures within the workplace, according to practice guidelines. Identifying the risks involved in work activities, and undertaking such activities in a way that manages or mitigates those risks. Using appropriate Infection Control procedures, maintaining work areas in a tidy and safe way, free from hazards. Actively reporting health and safety risks or hazards, or infection risks immediately, when identified. Keeping your own work areas and general / patient areas generally clean and tidy, assisting in the maintenance of general standards of cleanliness, consistent within the scope of the job holder's role. Undertaking periodic Infection Control training (minimum annually). Reporting potential risks identified. Ensure the welfare of children and other vulnerable patients, by adhering to the Safeguarding protocols.

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 respectful and non-judgmental, in regard to other people and their circumstances, feelings, priorities and rights.

Person Specification - Administrator

Qualifications:

Essential:

GCSE level education or equivalent (including English and Maths as a minimum) - C or above, equivalent to 5. Advanced level Microsoft Office
Desirable:

IT literate - NVQ3 level or similar Recognised qualification to diploma level or above A demonstrable commitment to professional development

Experience:

Essential:

Experience of working with general public setting Experience of working in a healthcare setting Experience of working within a pressurised environment Understanding of processes of patient registrations/deductions, GP Links and GP2GP processes Understanding of Patient Access Online and Proxy Access. Proven excellent organisation skills.
Desirable:

Previous recent experience working in GP Practice environment.

Skills:

Essential:

Excellent communication skills (written and oral) Clear, polite telephone manner Strong interpersonal skills with a sympathetic and caring approach to the public. Understanding the need for confidentiality & data awareness issues Strong IT skills Competent in the use of patient record management system: Emis Docman skills. Logical and methodical application Competent in the use of Office and Outlook Effective time management (Planning & Organising) Ability to work as a team member and autonomously Ability to prioritise workload and multitask Good interpersonal skills Proven experience of multi-tasking and dealing with complex tasks. Ability to follow policy and procedure Ability to teach and train Proven experience of meeting deadlines Understanding of medical terminology and standard insurance forms Excellent record keeping skills Ability to remain calm and professional. Excellent attention to details.

Personal Qualities:

Essential:

Enthusiastic, confident and creative Sensitive and empathetic in distressing situations Friendly and approachable manner Flexible and cooperative Motivated Forward thinker Good levels of integrity and loyalty Ability to work under pressure/in stressful situations Professional appearance and conduct Ability to communicate and understand the needs of the patient Commitment to ongoing professional development Effectively utilisers resources Punctual and committed to supporting the team efforts Proactive and quick learner Able to prioritise work Punctual and committed to supporting the team effort
Desirable:

Problem solver with the ability to process information accurately and effectively, interpreting data as required Effectively utilise resources

Other requirements:

Essential:

Flexibility to work outside of core office hours when required Disclosure Barring Service (DBS) check
Job Types: Part-time, Permanent

Pay: 12.50 per hour

Education:

GCSE or equivalent (preferred)
Experience:

Patient Registration: 1 year (preferred) Insurance: 1 year (preferred)
Language:

English (preferred)
Licence/Certification:

Driving Licence (preferred)
Work Location: In person

Application deadline: 30/07/2025
Reference ID: Administrator_JUL2025