**JOB DESCRIPTION**

**JOB TITLE: ADMINISTRATION ASSISTANT**

**REPORTS TO: OPERATIONAL MANAGER - HR**

**ACCOUNTABLE TO: PRACTICE BUSINESS MANAGER**

**PURPOSE OF THE JOB**

To ensure the EMIS medical system is utilised in the most effective way to produce accurate information for clinical and audit purposes.

**JOB RESPONSIBILITIES**
- To input incoming clinical letters, discharge summaries, results etc, into the medical system.
- To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and acceptable manner.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure
- To access Lab Links and download details of investigations carried out into the patients’ medical records.
- To produce and maintain returns to the PPA.
- To retrieve medical records and assist the completion of medical/insurance records.
- To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To process the recall requests for specialist clinics, vaccination campaigns, flu campaigns, etc.
- To input the OOH visits, A&E attendances, and message slips into the patient’s medical records.
- To produce searches as required for clinical and audit purposes.
- To maintain the computer clinical system in an accurate and secure manner
- To provide cover for members of the secretarial/reception team during periods of sickness and annual leave
- Any other duties which may reasonably be regarded as within the nature of the duties and responsibilities.

**Confidentiality**:

- 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 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 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-judgemental 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 an