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Administrative Support Specialist
3 months ago
Position Overview
This role involves providing essential administrative support within a healthcare environment, specifically in a busy general practice setting.
Work Schedule
Full-time position, with a commitment of hours per week.
Contract Type
Temporary contract for a duration of 12 months, covering a period of maternity leave.
Key Responsibilities
The primary responsibilities of the Administrative Support Specialist include:
- Managing and overseeing the appointment scheduling system.
- Processing appointment requests via various channels, including phone and electronic submissions.
- Handling incoming calls, ensuring appropriate transfer or resolution of inquiries.
- Guiding patients to the appropriate services based on their needs.
- Engaging with patients, team members, and external organizations to address requests and provide information.
- Utilizing healthcare data systems for accurate record-keeping and data entry.
- Updating patient records and managing new registrations as necessary.
- Directing requests for information to the relevant administrative personnel.
- Efficiently managing queries and ensuring a high standard of service.
- Conducting system searches as required.
- Maintaining a clean and organized workspace at all times.
- Overseeing the reception area and ensuring it is welcoming and informative.
- Assisting clinical staff with various tasks as needed.
Additional Duties
In addition to the core responsibilities, the Administrative Support Specialist may be required to:
- Participate in audits as directed.
- Provide coverage during staff absences.
- Scan and attach patient-related documents to electronic records.
- Follow opening and closing procedures as per the duty roster.
Qualifications and Skills
Essential Skills:
- Exceptional communication abilities, both written and verbal.
- Proficient in IT and familiar with office software.
- Polite and professional telephone etiquette.
- Strong organizational and time management skills.
- Ability to work collaboratively and independently.
- Good interpersonal skills and a problem-solving mindset.
- Adherence to policies and procedures.
Desirable Skills:
- Experience with healthcare management systems.
Educational Requirements
Essential:
- Minimum of GCSE level education or equivalent.
- GCSE in Mathematics and English (grade C or above).
Other Requirements
Essential:
- Willingness to work outside of standard office hours.
- Completion of a Disclosure Barring Service (DBS) check.
Experience
Essential:
- Experience in customer service or public-facing roles.
- Background in administrative functions.
Desirable:
- Experience in a healthcare setting.
Personal Attributes
Essential:
- Polite, confident, and approachable demeanor.
- Flexible and cooperative attitude.
- Self-motivated and proactive.
- Ability to think ahead and anticipate needs.
- High integrity and loyalty.
- Empathetic and sensitive in challenging situations.
- Capability to perform under pressure.
About the Practice
Dr M K Patel & Partners is a well-established general practice known for its commitment to high-quality patient care and a supportive team environment.
