Job Description

JOB TITLE: Data Administrator

REPORTS TO: Business and Finance Manager

RESPONSIBLE TO: Practice Manager

HOURS OF WORK: 25 - can discuss hours during interview and flexible to accommodate candidate and the business needs.

SALARY: 12.81 per hour

Job Summary:

Offer general assistance to the Practice Manager and Business and Finance Manager and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Undertake a variety of administrative duties to assist in the smooth running of the practice

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Job responsibilities

Clinical Administration;
Maintain the patient annual recall system - including checking,editing and running searches ,sending letters, text messages and calling patients to ensure patients are seen in a timely manner.
Maintain the patient virtual review and long term review systems and ensure all are kept up to date.
Organise vaccination campaigns including pneumococcal, flu, shingles Men ACWY including promotion in surgery where necessary.
Check the text messaging service daily and take action as required.
Monitor QOF progress throughout the year and liaise with clinicians to ensure targets are achieved and exceeded where possible.

Quality Administration;
Monitor feedback from patients and provide monthly statistics including Friends and Family and patient comments for the management team.
Maintain up to date patient-facing information including the website, practice leaflet and patient notice boards
Administer patient related activities and initiatives including the Firsway walking group, Tea with the GP.

A keen eye for detail to ensure accuracy in all data-related tasks.

Proven experience in an office or administrative role, preferably with a focus on data entry.

Ability to work independently while also being a supportive team member.

Administrator
Allocation of administration work to GPS.
Scanning documents and workflow
Dealing with all incoming tasks/work requests
Coding clinical information onto patients' records
Answering telephone calls
Dealing with all requests from patients, staff and health care professionals
Using the patient record systems including booking, cancelling and re-scheduling appointments.
Keeping patient details up to date
Producing and filing letters for patients
Any other duties deemed commensurate with the job grade.
Administrative support

Administration support;
Provide confidential administrative support to the Practice Manager and Business and Finance Manager as required.
Scanning and filing as required
Other adhoc duties within the job role.

Confidentiality;
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

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, the practice Health & Safety Manual and the practice Infection Control policy and published procedures.

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 improve 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 their 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 their own work
Undertake any other duties commensurate with the level and grade of the post

General
1. It is a standard element of the role and responsibility of all staff that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.
2. As an employee you have a legal responsibility for all records (including patient health, financial, personal and administrative) that you gather or use as part of your work. The records may be paper, electronic, audio or videotapes. You must consult your manager if you have any doubt as to the correct management of the records with which you work. Misuse of or failure to properly safeguard confidential data will be regarded as a disciplinary offence.
3. All employees have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable us to meet our legal duties and to report any circumstances that may compromise the health, safety and welfare of our staff, patients or visitors.
4. You are required to uphold the confidentiality of all records held by Firsway Health Centre, whether patient records or Firsway Health Centre information. This duty lasts indefinitely and will continue after you leave our employment.
5. All information which identifies individuals in whatever form (paper/pictures, electronic data/images or voice) is covered by the 1998 Data Protection Act and should be managed in accordance with this legislation.
6. You are expected to treat all patients/visitors and work colleagues with dignity and respect, irrespective of their background.
7. All employees have a responsibility to protect and safeguard vulnerable people (children and adults). They must be aware of child and adult protection procedures and who to contact for further guidance. All employees are required to attend safeguarding awareness training and to undertake additional training appropriate to their role.
8. DBS Disclosure checks are carried out for all new appointments.
9. Protection of patients from healthcare associated infection (such as MRSA and Clostridium Difficile) is everyone's business. All healthcare workers have a duty to provide clean, safe care by observing basic hygiene i.e. washing hands (soap & water; alcohol gel) before and after contact with the patient and the clinical environment. Clinical staff additionally must practice Aseptic No Touch Techniques for invasive procedures and aftercare.
10. Firsway Health Centre provides an accessible and impartial complaints service, which is accountable, confidential and effective. The service is responsive, simple and speedy, whilst remaining thorough. All staff should regard complaints as natural, positive suggestions on services that we provide. Staff should be sensitive to the wishes, hopes and anxieties of patients, relatives, friends and the community generally. Where staff find it is not possible to provide the required information, explanation or reassurance, then the issue may be passed to a member of the Management Team.
11. All staff are personally responsible for the quality of data entered by themselves, or on their behalf, on our computerised systems or manual records (paper records) and must ensure that such data is entered accurately to NHS data standards, in a timely manner to ensure high standards of data quality.

Job Type: Part-time

Pay: 16,653.00 per year

Expected hours: 25 per week

Benefits:

Additional leave Company events Company pension Employee discount Enhanced maternity leave Free flu jabs Free parking On-site parking
Schedule:

Monday to Friday
Experience:

Administration : 2 years (preferred)
Language:

English (preferred)
Work Location: In person