Administrator (Administration team)

Job responsibilities

Role and Objectives

The post holder will enjoy the challenge of a varied workload that requires the use of organisational and prioritising skills, combined with attention to detail.

Problem solving on a day-to-day basis on issues relating to work, the post holder will also enjoy working closely as a team to achieve shared objectives and deliver daily priorities.

The post holder will be required to carry out a variety of administrative and clerical type tasks as directed by their line managers.

Key Tasks and Responsibilities

The post holders tasks and duties may vary on a day-to-day basis depending on the needs of the team and the practice.

Under direction from their line manager key tasks may include:

• Sorting incoming patient-related mail
• Scanning and filing hospital correspondence
• Clinical coding and correspondence management including adding relevant read codes and forwarding on documentation appropriately.
• Summarising of medical records (Lloyd-George and/or GP2GP)
• Referrals management
• Patient notes administration
• Blood result management
• Private medical report administration
• New patient registration and GP links processing
• Minute Taking
• Safeguarding administration
• Cervical Screening
• Administration and Recall
• Dealing with queries, tasks and worklists
• Other tasks and additional duties, which you might reasonably be expected to undertake, and which are within your level of skill / competence, when required.

General Tasks

More general tasks relevant to the role also include

• Carrying out general medical administration tasks following instruction from team leads
• Liaison with external agencies as required.
• Providing general assistance to clinical staff and promptly acting on any instructions from the doctors.
• Participation in relevant training and development proceedings and attending Protected Learning Time events. (note these may be outside your normal working hours).
• Maintaining complete confidentiality in relation to all patients, staff and the Practices business.
• Other appropriate duties as directed by the Partners, Senior Management team or their representatives.
• Monitoring personal development to ensure a first-class service is delivered to the Practice and its patients.
• Adhering to all Laws, regulations and other regulatory guidance as well as the Practices Policies and Procedures (including Financial, Personnel and Health and Safety) in place.

Confidentiality

While seeking treatment patients entrust the Practice and its staff with, or allow the gathering of 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 job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. The post holder 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.

Additional elements

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 policies and published procedures.

Equality and Diversity The post-holder will support the equality, diversity and rights of patients, carers.

Personal/Professional Development The post-holder will participate in any training programmes implemented by the Practice as part of this employment, including annual individual performance review.

Quality The post-holder will strive to maintain quality within the Practice

Communication The post-holder should recognise the importance of effective communication within the team and will strive to communicate effectively with other team members, patients and carers.

Contribution to the Implementation of Services The post-holder will apply practice policies, standards and guidance and discuss with other members of the team how the policies, standards and guidelines will affect their own work.

Person Specification

Experience

Essential

• Experience in an administrative role

Desirable

• Previous experience of working in a healthcare setting
• Previous experience of working in a GP practice
• Evidence of computer literacy and experience of using common programmes such as excel
• Experience of prioritising tasks and meeting deadlines

Qualifications

Essential

• GCSE English or equivalent to current grade 4 or above

Desirable

• Additional qualifications or training relevant to role

Other Experience and Skills

Essential

• Excellent accuracy and attention to detail, particularly in data entry
• Ability to handle confidential information with discretion
• Ability to work as part of an integrated multi-skilled team

Desirable

• Able to pick up what is happening around themselves and be able to show a proactive approach to delivering an excellent support service

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Aspen Medical Practice

Address

Aspen Centre

Horton Road

Gloucester

GL1 3PX

United Kingdom

Employer's website

https://www.aspenmedicalpractice.nhs.uk/ (Opens in a new tab)