Job Description

We are looking for a new staff member to join the Healthcare Administration Team within our busy workforce at Litchdon Medical Centre.

The role is for a Healthcare Administration Support colleague, 16.5 hours per week with a working pattern of:-

Tuesdays 8.30am - 6.30pm (9 hours)

Thursdays 8.30am - 5.00pm (7.5 hours)

The role requires occasional overtime or adjustment to complete the service we provide during times of other staff absences or additional clinics.

Pay 11.44 - 11.70 per hour depending on experience.

Closing date Friday 28th June 2024.

Interviews planned for Monday 8th July 2024.

Applicants who have not heard from the surgery by Friday 5th July 2024 should consider themselves unsuccessful at this time.

For further information please contact Anne Taylor, Healthcare Administration Manager.

Main duties of the job

We are looking for a dynamic and enthusiastic person to join our team at Litchdon. The successful applicant will need to have excellent customer service and communication skills, as well as being adaptable and able to manage a busy workload. Knowledge of working with computers is an essential part of the role, although training will be given on medical systems used within the Practice. If you would like to apply directly to the surgery, please send a covering letter and full CV to d-icb.adminlitchdon@nhs.net FAO Anne Taylor

JOB DESCRIPTION

JOB TITLE: Healthcare Administration Support

REPORTS TO: Healthcare Administration Manager/Deputy

RESPONSIBLE TO: The Practice Manager

HOURS: 16.5 hours per week

Job Summary:

The purpose of the role is to:

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

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team

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

Our Values

Compassionate Care

Patients, carers, relatives and staff are treated with kindness, respect and dignity. Empathising with others to make them feel valued.

Holistic well-being

Engaging with the whole person; considering their physical, mental and emotional well-being.

Positive reliable teams

Professional, friendly, and approachable teams built on loyalty and trust.

Active listeners

To listen to the views and feelings of patients, carers, relatives and staff, by recognising verbal and non-verbal signals so that everyone feels supported.

Family focussed

Acknowledging and respecting the role of the individual and family in any intervention.

Our Mission Statement

Providing quality healthcare by valuing both patients and staff in a supportive and sustainable environment.

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Healthcare AdminManager/Deputy/Practice Manager, dependent on current and evolving Practice workload and staffing levels:

Maintaining security in accordance with Practice protocols Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional Processing and distributing incoming (and outgoing) mail Taking messages and passing on information Filing and retrieving paperwork Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Clearing and re-stock consulting rooms as required Assist in preparation & setting up of the working environment & nursing clinical rooms for appropriate procedures & maintaining the organisation of them Set up clinic templates on to the IT system Co-ordinating the ordering & maintaining supplies used within the nursing team Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning Ordering, re-ordering and monitoring of stationery and other supplies Dealing with clinical waste in line with practice health and safety policy Keeping the reception areas, notice-boards and leaflet dispensers tidy and free from obstructions and clutter Attending departmental meetings Other duties as required by the line manager

Confidentiality:

Adhere to the General Data Protection Regulations (GDPR) May 2018 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

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

Person Specification

Essential -

Educated to GCSE level or equivalent. Strong IT skills and good knowledge/competent in using Microsoft Office applications including Microsoft Teams. Experience of administrative duties or working in an administrative role. Excellent interpersonal and communicational skills (written and oral). Clear, polite telephone manner, Ability to prioritise and manage workload. Ability to work both as a team member and autonomously. Problem solving and analytical skills. Ability to follow policy and procedure.

Desirable -

Knowledge of Primary Care. Agenda and minute taking skills. The ability to work with a wide range of people from different professional backgrounds. Experience of using TTP SystmOne (electronic medical record system). Co-ordination and organisation across multiple teams.

Job Types: Part-time, Permanent

Pay: 11.44-11.70 per hour

Schedule:

Monday to Friday
Work Location: In person

Application deadline: 28/06/2024
Reference ID: Healthcare Administration Support