Job Description

Job summary

Invicta Health has an exciting opportunity for a General Administrator to join the team on a full time basis at Birchington Medical Centre.

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

As an Administrator, you will provide an important role in supporting the practice team with the day to day running of the practice by undertaking a variety of general and clinical administration duties. You will act as the first point of contact for patients contacting the practice, and work effectively to receive, assist, and direct them in accessing the appropriate healthcare professional or service in a courteous manner ensuring confidentiality. You will provide a welcoming, friendly, and positive image to patients and visitors either in person, via email or via the telephone, portraying the practice in the highest possible professional basis.

About us

Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

What perks can we offer you?

NHS Pension Learning and Development opportunities Progression opportunities Competitive annual leave entitlement Incremental pay progression Flexible working Approved blue light card provider Salary Sacrifice Schemes Company Car Lease Scheme Employee Assistance Programme

Job description

Job responsibilities

Main Responsibilities

Clinical Coding

Analyse patient records, extracting and accurately recording all relevant clinical information.

Accurately code information, following coding protocol and using industry recognised codes.

Examine records and documentation for missing information and ensure correct coding.

Collaborate with clinical colleagues and other healthcare professionals to ensure information accuracy.

Ensure the practice complies with clinical coding guidelines and protocols.

Use DOCMAN to enter QOF data, ensuring correct SNOMED clinical codes are used

Carry out administrative tasks relating to patient records, including filing, and document management.

Prescriptions

Process repeat medication requests, dealing with any query scripts including adding, altering and printing throughout the day.

Process Acute prescriptions with support from the GP and Pharmacists as and when required.

Expedite urgent prescriptions to help ensure a safe and responsive service for our Patients.

Develop and maintain an effective process to manage any prescription backlogs that may occur, escalating any issues.

Liaise with patients, GPs, health professionals and local Pharmacies regarding queries and requests ensuring timely and correct resolution.

Answering incoming telephone calls from chemists and patients, ensuring calls are documented and redirected accordingly during allocated time.

Keep up to date with medication protocols and ensure repeat medication is issued in line with these protocols.

Actively monitor QOF medication reviews and requirements for patients and process accordingly.

Raise any concerns including misuse of drugs to the GP and follow up as necessary.

Distribute any safety alerts that come through to the relevant recipient in a timely manner.

Registrations

Process registrations both regular and temporary as required, using the EMIS system and ensuring complete information, appropriate ID and correct coding.

Update patients personal details and preferences including change of name, address, next of kin and consent.

Ensure all GP2GP transfers are recorded correctly with all necessary information from patient files extracted and added to EMIS accurately and in a timely manner.

Process FP69s, sending occupier letters where necessary.

Process deductions on a weekly basis, ensuring relevant information is gathered, processed, and sent to Primary Care Support England (PCSE) in a timely manner

Advice and guidance

Respond to and/or redirect all general enquiries, explaining procedures where necessary and processing paperwork where required.

Action EMIS tasks and DOCMAN workflow in a timely manner.

Communication

Answer incoming telephone calls in a timely and professional manner, ensuring calls are documented and actioned and/or redirected as appropriate.

Communicate with GPs, Nurses, and the Clinical Team as necessary including passing information across to processed, chasing documentation, results, and appointment information.

Communicate in writing (letters and electronically) and verbally with a wide range of providers and users of services, including patients; carers; voluntary; social; primary and secondary care providers.

Liaising with GP/Clinicians, forwarding prescription queries.

Monitor the prescriptions and registrations email accounts and action any requests needed, raising any urgent enquiries to your line manager where relevant

Data Handling

Document information received from patients or third-party agencies, accurately on EMIS. For example, urgent blood results from path labs, patients home blood pressure readings and any urgent referral advise provided to them.

Undertake manual and electronic filing and retrieving of paperwork ensuring up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.

Equipment and stock control

Efficient filling of sample pots, testing kits, appointment cards, registration paperwork and other necessary aids.

Clearing and re-stocking stationery items in work areas as required ensuring low stock levels are reported to the relevant leads and ensuring a clear desk policy.

Safely accept and record receipt of any vaccine/medication deliveries, ensuring safe storage of items and informing relevant departments.

Pack specimens ready for collection by the local hospital.

Miscellaneous

Opening and locking up of practice premises (where needed) and maintaining security in accordance with practice protocols at all times.

Keep up to date with any new guidance and changes within the team.

Supporting in the training of new team members.

Complete any special duties as outlined by your line manager.

Person Specification

Key skills

Essential

Able to communicate effectively and collaboratively across varied disciplines. Able to work in a well-organised and professional manner, maintaining concentration and accuracy Able to manage conflicting priorities Possess an aptitude for dealing with potentially difficult or demanding situations. Good telephone manner

Qualifications

Essential

Good level of education including competent levels of numeracy and literacy

Experience

Essential

Understand the importance of maintaining patient and data confidentiality. Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations. Experience of setting up and maintaining effective administrative filling systems Experience of work involving regular and accurate data inputting

Desirable

Knowledge of office management systems and procedures Experience of working with Microsoft packages including, word, excel and power point Experience of working with EMIS, DOCMAN & Accurx. Previous administration experience within a medical environment Knowledge and understanding of the National Health Service

Personal Attributes

Essential

Willingness to learn and adapt to change Highly customer focused Understanding and approachable Strives for excellence. Honest and fair. Leads by example. Positive can do attitude.
Job Type: Full-time

Pay: 24,660.01-25,270.31 per year

Schedule:

Monday to Friday
Work Location: In person

Application deadline: 27/07/2025