Job Description

Job Summary

The Office Administrator will support the practice manager with bookkeeping and IT. They will also provide general administrative and IT assistance to the practice team and act as a focal point of communication between patients, doctors and other medical and clerical staff. They will work at both our practice sites on a rota basis

Main Duties & Responsibilities:

The duties and responsibilities to be undertaken by the Office Administrator 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 partners or practice manager dependant on current and evolving practice workload and staff levels.

Receive, check and enter supplier invoices on the practice accounts software and spreadsheets. Complete searches for the monthly claims, including Universal Offer and PPA. Raise invoices for the monthly claims and submit for payment. Maintain the sales invoice log and enter all invoices on the accounts software. Maintain and reconcile the Petty Cash and Cash Receipts and enter the transactions on the accounts software and spreadsheets. Receive cheque payments, record on the accounts software and prepare for banking. Receive and file the drug stock sheets and prepare end of year drug stock count. Receive, record and file the crem forms. Prepare prescriptions for the monthly PPA claim and maintain the drug order lists. Support staff with IT issues and liaise with SSHIS as necessary. Maintain the IT asset register. Act as Digital Champion for current and future transformation projects such as NHS App, digital ReSPECT Forms Update the practice website and Facebook. Update the waiting room screens. Support the Practice Manager with the implementation of any new IT systems. Extract the monthly Friends and Family data and submit the data to CQRS. Update the practice leaflets and practice contact lists. Support the practice manager with the Patient Participation Group, arranging meetings and taking the minutes. Maintain the Premises and Equipment checks schedule and liaise with contractors to arrange site visits. Meet and greet contractors when they attend site. Scan and file all service reports and expired PGD's. Source equipment/supplies not available through normal suppliers. Maintain stock levels of refreshments, batteries, light bulbs etc. Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.

Other Duties & Responsibilities

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 respect their privacy and act appropriately

All information gained during employment relating to practice business, patients and their carers, practice staff or other healthcare workers must remain confidential at all times

Information relating to patients, carers, colleagues, other healthcare workers 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 data and sensitive data

Take responsibility for the coordination of procedures to safeguard confidentiality

To assist in promoting and maintaining health, safety and security as defined in the practice Health & Safety Policy to include:

Using personal security systems within the practice according to practice guidelines

Identify risks involved in work activities and undertaking such activities in a way that manages those risks

Make effective use of training and up-date knowledge and skills

Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Report potential risks identified

Act in a way that recognises the importance of peoples' 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

Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights

Participate in any training programme implemented by the practice including Statutory and Mandatory training as required

Participation in an annual performance review

Responsible for maintaining a record of own personal and/or professional development

Responsible for own development, learning and performance and demonstrate skills and activities to others who are undertaking similar work

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

Make suggestions on ways to improve and enhance the teams' performance

Work effectively with individuals in other agencies to meet patient needs

Effectively manage own time, workload and resources

Recognise the importance of effective communication within the team

Communicate effectively with all visitors to the practice

Recognise people's needs for alternative methods of communication and respond accordingly

Apply practice policies, standards and guidance

Discuss with other members of the team how these affect own work

Participate in audits

Make suggestions and recommendation of how to change/improve services provided

Implement maximum flexibility of work to maintain a high level of efficiency, i.e. working in any area of the practice if requested to do so, according to the needs of the practice

Comply at all times to the Staff Contract, Standard Operating Procedures and any other practice rules and procedures, including CQC policies, Data Protection and GDPR

The role will usually be based within the practice covering both sites; however a temporary transfer or secondment may be required to other parts of the practice or alternative locations in case of an emergency or if the needs of the practice or PCN require

This job description is not intended to be an exhaustive list of all the tasks you will ever be expected to do, it is merely a guide to the main ones. The Practice Manager may well allocate other tasks to you from time to time and they will be discussed with you at the time

Job Type: Full-time

Pay: 12.21 per hour

Expected hours: 34 per week

Benefits:

Company pension Free parking On-site parking
Education:

GCSE or equivalent (preferred)
Experience:

Customer service: 1 year (preferred) Administrative experience: 1 year (preferred)
Licence/Certification:

Driving Licence (preferred)
Work Location: In person