Job Description

Lime Tree Surgery is a large, multi site GP Practice in Worthing. Our friendly Administration team are looking for a full time administrator to join our busy practice team. The role will require the applicant to work autonomously, have strong IT skills, be able to work under pressure and have excellent communication skill.

Job description

Hours:

Monday - Thursday 8am - 6pm (1 hour lunch) based at our Goring branch

Total: 36 hours.

Job Summary

Primary Responsibilities

The following are the core responsibilities of the Medical administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

To provide the practice with general administration services including:

Type and send referrals using the E-referral system. Mange the various worklists on the E-referral system, including liaising with hospitals regarding patients appointments. Deal with task queries, involving ringing hospitals and patients for relevant information Answering telephone calls from patients Emailing information to hospitals/community services and patients. Audio typing referrals Processing Subject Access Requests using an electronic redacting system Ensure security of data at all times Downloading electronic correspondence Read coding information into the Practice clinical system Ensure security of data at all times Extraction of necessary data from clinical correspondence and input into Electronic Patient record. Cover for absent colleagues Any other appropriate tasks required as directed by the Management Team General administrative duties as required to meet team workload This list is not exhaustive

Communication:

Effectively communicate at all levels of the organisation; to a variety of health professionals; users and carers and external stakeholders to provide the best outcomes.
Provide high quality written reports and any other written documentation as necessary.

Initiate and participate in the maintenance of quality governance systems and processes across the organisation and its activities. Utilise and demonstrate sensitive communication styles, to ensure patients, their carers or those responsible for the patient, are fully informed and consent to treatment and care management. Demonstrate an ability to actively listen to the patients to assess what their needs are. Where necessary, employ alternative methods to overcome different levels of understanding, cultural background and preferred ways of communication.

Generic Responsibilities

All staff at Lime Tree Surgery have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Administration Manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at Lime Tree Surgery must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At Lime Tree Surgery, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

Job Types: Full-time, Permanent

Pay: 12.61-13.01 per hour

Benefits:

Company events Company pension Cycle to work scheme Health & wellbeing programme On-site parking Sick pay
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 27/06/2025