Administrator

**LEIGH VIEW MEDICAL PRACTICE**

**Tel: 0113 253 7628**

**Bradford Road, Tingley, Wakefield, WF3 1RQ**

Job Title**:Administrator**

Reporting to: Project/Administration Manager
Team: Administration Team

Job Summary
1. Post opening.
2. Scanning on of hospital letters.
3. Processing electronic documents - adding codes and checking dates.
5. Summarising records and dealing with incoming/outgoing records.
6. Working within the Secretarial Team, providing administrative support to the

Secretaries.
7. Preparing copies (paper and electronic) of patient medical records.
8. Private Work
- administration of external requests from solicitors and insurance companies, preparing invoices, dealing with payments.
9. Filing, photocopying.
10. Receiving incoming calls on behalf of the Secretarial team and Patient Services

Team as required

**Hours**: 30 hours per week

**Grade / Salary**:
▪ Eligible for entry into NHS Pension scheme

Principal Duties

**1. Administration**
Opening, stamping and sorting post and distributing to internal pigeon-holes
Scanning of hospital letters and incoming paperwork using SystmONE
Data input and coding from clinic letters
Summarising patient records in a timely fashion
Dealing with the incoming records for newly registered patients and deducting patients who are no longer registered, finding records and sending back to the support network
Scanning of historic patient paper-based records and in some cases preparing copies of specific time slots as required by Solicitors/Insurance companies
Using Dictation Equipment for typing up of letters for private reports or letters
To be trained up to cover for the Secretaries on an adhoc basis for creating/processing referrals, and processing tasks

Private Work; ensuring the private reports processes are followed for the completion of reports, letters and copies of medical records including booking in the work, creating invoices, updating the payments spreadsheet and chasing invoices, sending off completed reports or using the text service to inform patients the work is ready to be collected
Data input onto SysmONE as required

**2. Support for Secretarial Team**
The post holder will also support the Secretarial Team and will be expected to help out with any ad hoc requests for support for the Medical Secretaries. It is anticipated that this person will be trained up to cover for the work of the Secretaries in their absence, which would including using audio transcription equipment and specialist software.
Receiving calls for the Secretarial Team and taking messages
Filing of paper notes / copies of letters - daily

**3. Back up for Patient Service Team Colleagues**
Answering telephone calls during high demand or providing holiday cover as and when required.

Safeguarding and promoting the welfare of children & vulnerable adults is the responsibility of all staff.

**Skills / Knowledge Required - Person**
**Specification**
2. A high standard of communication, including a polite and friendly manner and a professional appearance
3. A minimum of 1 year working in a customer service and/or administration environment
4. A strong command and understanding of the English language, both verbally and in writing
5. A strong spelling competence including and being able to confidently file in a very strict alphabetical order
8. Ability to work independently after training
**9.**If the applicant is a registered patient at the practice, they MUST be prepared for themselves and immediate family members to register at a different GP surgery
**Desirable**:
**Job Type**: Part-time

Pay: £12.83 per hour

Expected hours: 30 per week

**Benefits**:

- Company pension
- Employee discount
- On-site parking

Schedule:

- Monday to Friday

**Experience**:

- Working in a GP Surgery or similar: 1 year (preferred)

Work Location: In person

Reference ID: Admin