Job Description

About us

Trafalgar Medical Group Practice works from two sites in Southsea, one being Eastney Health Centre, the other Osborne Road. The successful 27,000 patient Practice continues to grow and has a medical team of six partners, and nine salaried GP's. Our nursing team, led by our Clinical Manager, are very experienced and highly regarded. They are all supported with an excellent admin, secretarial and reception team who work across both sites.

The Person

We are looking for an experienced administrator to join us at this successful GP Practice. The main purpose of the role is to provide varied administrative support across the Practice ensuring a professional, efficient service to GP's and patients alike. The post holder will require significant experience of carrying out a variety of administrative tasks, and must be able to use their initiative and work independently. This role will suit someone who has excellent typing and audio typing skills, who is confident using different computer systems and who can adapt and adjust to carrying out a wide range of tasks, to tight deadlines, whilst maintaining accuracy. Of critical importance in this role is the willingness to be flexible and adaptable to the work carried out so that administrative support can be easily directed according to need. Whilst secretarial skills will provide an advantage, of greater importance is the ability to type accurately, to learn new skills quickly, to be a good team player and to have good interpersonal skills.

If you think you can meet these demanding requirements please do contact us. We look forward to hearing from you.

Key Duties and Responsibilities

The following are the core responsibilities of a G.P. Administrator. There may be, on occasions, a requirement to carry out other tasks. This will be dependent upon factors such as workload, staffing levels, introducing new ways of working and the training and experience of the post holder:

Scanning of patient related documentation and attaching scanned documents to patient's health record. Extracting all information from clinical letters that need coding and adding to patient's notes. To assist with coding of letters received from service providers about patients and action as necessary. Input and identify relevant clinical information documented in patient correspondence, coding appropriately and completing any actions. To assist the workflow team with dealing with queries from the Practice Mailbox - dealing with eConsult's, prescription requests and queries, for example from insurance companies, delegating and forwarding to the correct teams for action. Acknowledging and forwarding complaints, patient queries and other communication received through the practice website, dealing with or redirecting as appropriate. Ensure any safeguarding report requests are passed to the appropriate clinician in a timely matter. To deal with new patient registrations to the practice, both those that have come in online and handed in at reception. Deal with patient deductions from the practice. To work with the prescribing team, issuing both acute and repeat prescriptions, and will monitor and action prescribing answerphone messages. To prepare copies of patient medical records for medical reports. To ensure patient and health provider queries and requests are actioned in a professional and timely manner. This includes but is not limited to referral queries and insurance/medical reports. To assist G.P's with urgent referrals as required (for example 2 week wait referrals). To carry out other office tasks such as scanning documents when required. To assist reception teams with administrative tasks if required and directed. To be flexible in the work carried out so that the Practice can divert administrative support to where it is most needed at any time. To identify and be proactive in your training needs and development and as agreed with your line manager To undertake all mandatory training and induction programmes To maintain a clean, tidy, effective working area at all times.
Health and Safety

The post-holder will assist in promoting and maintaining their own and others' health, safety and security and:

Use personal security systems within the workplace according to practice guidelines; Identify the risks involved in work activities and undertake such activities in a way that manages those risks; Make effective use of training to update knowledge and skills; Use appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards; Report potential risks identified Ensure compliance with health and safety and security policies amongst the reception team
Equality and Diversity

The post holder will support the equality, diversity and rights of patients, carers and colleagues and:

Act in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation; Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues. Ensure that they act in a way which reflects the Practice policies and standards in respect of equality and diversity.
Job Types: Permanent, Full-time

Pay: From 12.21 per hour

Benefits:

Company events Company pension Employee discount Free parking On-site parking Sick pay
Application question(s):

Have you had experience in an environment where significant sensitivity, confidentiality and discretion is required? Are you willing to work in different departments if required in order to provide appropriate administrative cover throughout the practice, and willing to work until 6.30pm when required?
Experience:

Administrative: 3 years (required) IT systems: 3 years (required)
Work Location: In person