Job Description

JOB DESCRIPTION

JOB TITLE: Administrator & Scanning Clerk

REPORTS TO: Assistant Practice Manager and Information Systems Lead

HOURS: 37 per week

Job Summary:

The post holder is responsible for supporting the administrative functions of the Practice. The post holder will be required to work in a professional and efficient manner paying particular attention to detail in the accurate delivery of the administrative assistant duties assigned. The post-holder will be required to complete and maintain streamlined and efficient data administration processes for the practice.

Main Responsibilities:

To be jointly responsible for the flow of incoming hard-copy correspondence and the subsequent electronic scanning and filing of all patients related (and some business related) correspondence that is received by the practice and to workflow this correspondence to the appropriate clinician or member of staff as directed.

Out-of-Hours Reports

- Out-of-hours reports are e-mailed as attachments to the practice on a daily basis. The reports should be imported in to SystmOne, files and reviewed. If actions requiring urgent attention workflow to the relevant GP (or a deputy).

Miscellaneous Administration Items

To organise and monitor regular patient invite processes for NHS Health Checks and Whooping Cough vaccination for pregnant ladies. To monitor Quality and Outcome Framework (QOF) reports for Cancer Care and Depression Reviews to ensure that these are being completed in the required timescales following first diagnosis. To remind the patients' Usual GP to complete the review if an imminent deadline is approaching. Code height, weight, and blood pressure. Coding unplanned admissions. Administration of NWOS paperwork. Administration of bereavement letters. Averaging, filing and coding HBPMs. Coding: height, weight, BP, pulse, pulse rate, smoking status, alcohol consumption, smoking advice, alcohol advice, EDDs, delivery method, hospital diabetic reviews and completed 3rd party NHS checks. GSF meeting minutes.
From time to time the post holder will be expected to complete ad-hoc tasks that fall outside the above designated responsibilities. If these additional tasks should become an established and consistent part of this role, this job description should be updated accordingly, and the revised version reviewed and agreed by both the postholder and manager jointly.

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. Take an active part in training and responsibilities in relation to Display Screen Equipment Regulations.

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.
Job Types: Full-time, Permanent

Pay: 12.50 per hour

Expected hours: 37 per week

Benefits:

Cycle to work scheme On-site parking
Schedule:

Day shift
Ability to commute/relocate:

Attleborough NR17: reliably commute or plan to relocate before starting work (preferred)
Experience:

Medical Records: 1 year (preferred)
Work Location: In person

Application deadline: 09/06/2025
Expected start date: 07/07/2025