Administrator (Scanning & Workflow)

**CHAPEL STREET SURGERY**

**Job Title**: Administrator (scanning/workflow)

**Reports to**: Administration Lead / Operations Manager

**Hours**: Part time TBC**Summary of post**
- To support the developed use of clinical systems by the practice team
- To undertake a variety of administrative duties to assist in the smooth running of the practice providing clerical and secretarial support to the clinical staff and other members of the practice team
- To liaise with the practice clinical, administration and reception teams to ensure accurate records are maintained and efficient accurate administrative support is provided in accordance to practice and SPC policies and protocols

**Duties and responsibilities**

The duties and responsibilities to be undertaken by members of the practice administration team 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 Administration Lead or Practice Operations Manager, dependent on current and evolving practice workload and staffing levels.
- Scanning and workflow re-direction and accurate read coding
- Review and action clinical correspondence affectively and accurately
- Processing and distributing incoming (and outgoing) mail
- Setting up and running clinical searches and audits
- A flexible approach to working patterns, by negotiation, according the needs of the business
- Taking messages and passing on information
- Filing and retrieving paperwork
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Providing clerical assistance to practice and head office staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Ordering, re-ordering and monitoring of stationery and other supplies
- Keeping the administration floor, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

This list is not exhaustive and you may be tasked to undertake duties not defined but which are needed to ensure the smooth running of the practice.

**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 organization. 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 authorized 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 recognizes 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

**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 supervis