Office Administrator

Job responsibilities

SHIFA SURGERY LTD

JOB DESCRIPTION

REPORTS TO: SENIOR ADMIN OFFICER

ACCOUNTABLE TO: PRACTICE BUSINESS MANAGER

Job Summary:

To ensure administrative and clerical duties within the practice are carried out within the practices guidelines and policies.

To ensure the day-to-day activities of the practice are carried out accordingly.

Ensure legal requirements are always met.

Job responsibilities:

Support, co-ordinate and guide the administrative staff

• Reception duties, including answering phone, taking requests, filing, photocopying, scanning, read coding, emails and other administrative duties
• Deal with any problems reported by other members of the team
• Maintain self and team professionalism
• Keep the healthcare team informed of any matters arising as necessary, or as requested by other members of the healthcare team
• Keep the Senior Admin Officer/ Admin Lead informed of any matters arising or potential problems
• Issue repeat medications requested by patients or pharmacies on behalf of the patient checking consent has been always received.

Maintain, update and monitor computerised registration data base

• Ensure all new registrations are entered onto the database
• Update the database for all patient change of registration status as notified
• Ensure all transfers off registration database are affected as and when applicable
• Monitor accuracy of registration database as required producing any necessary reports as required

As requested by the Practice Manager prepare statistical or data reports

GMS Contract

• Provide support to the Quality Lead to achieve the targets associated with GMS contract i.e., QOF and Childhood Immunisations
• Use Open Exeter to monitor performance in cervical and breast screening to ensure practice meets targets and take remedial action if practice achievement falls.

Confidentiality

• While 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 Job Description, 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 recognises the importance of peoples 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.

Safeguarding

The practice is committed to safeguarding and promoting the welfare of children and vulnerable adults. It expects all employees to share this commitment. All staff members are required to undertake safeguarding training and follow safeguarding policies and procedures.

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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples 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.

The above list of duties is not exhaustive and may be subject to change as deemed necessary.

Person Specification

119875637

Essential

• 119875636

Desirable

• 119875635

119875640

Essential

• 119875639

Desirable

• 119875638

119875643

Essential

• 119875642

Desirable

• 119875641

119875646

Essential

• 119875645

Desirable

• 119875644

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

Shifa Surgery

Address

Bangor Street

Blackburn

BB1 6DY

Employer's website

https://www.shifasurgery.co.uk/ (Opens in a new tab)