Administrative Assistant

Job Summary/Job Purpose:
The post holder will be responsible for a wide variety of administrative task to support the day to day running of the practice and the provision of clinical care. These duties will include but are not exclusive to:

- Chronic Disease Management administration/recall provision
- Cervical Cytology recall and administration processes
- Summarising incoming patient records
- Maintenance of generic information mail boxes including outlook and daybook
- Undertaking the collection of data from the clinical software usin the build search and report functionality.
- daily responsibility for the admin of incoming blood results, out of hours reports and other mail as needed.
- Supporting the wider admin team during periods of leave and sickness
- undertaking tasks for the GP trainers/trainees including entering data from patient survey questionnaires.
- Typing of adhoc letters.

In addition the post holder will provide support to peers and the wider practice time at times of staff sickness/absence which may involve covering the reception desk and supporting the call handler during peak periods. As part of the role it will be necessary to liaise with the Shared Service Partnership Registration department as well as other GP practices, NHS Trusts and organisations who may be involved with the patients’ care.

DUTIES AND RESPONSIBILITIES:
This post sits within the administrative team within Taff Vale practice. As well as general office duties such as answering telephones, booking appointments and photocopying, the post holder would also be responsible for a wide range of administrative duties within the practice. Outlined below are the main tasks but there are smaller, ad hoc tasks that have not been listed but which would be within the scope of this post.

General Administrative Tasks
- Key to this role is ensuring the smooth running of the administrative responsibility with the practice. Main duties will include but are not exclusive to:

- Administering the chronic disease management recall system
- Administering the cervical cytology recall system
- Running quarterly and adhoc reports and searches as requested by member of the practice team
- Following result actions provided by GPs which may mean contacting patients by phone, letter or SMS
- Holding financial spreadsheets for the practice that will include report income and petty cash data.
- Undertaking monthly claims process for enhanced services and prescribing as guided by the operations and business manager.
- Undertaking monthly claims process for enhanced services and prescribing as guided by the operations and business manager.
- Summarising of incoming patient records ensuring all key information is entered onto the patient electronic journal in a timely fashion.
- Supporting the wider administrative team during periods of leave and sickness. The postholder will be trained to support these roles as needed.
- Undertaking tasks for the GP trainers/trainees including entering data from patient survey questionnaires
- Typing of adhoc letters and referrals as needed.
- Receiving telephone queries as well as supporting the general telephone system at peak times.The postholder will need to be flexible at all times undertaking adhoc tasks that may not be outlined within this job description but are needed to support the day to day 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 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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will 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 ar