Patient Services Administrator

**Job summary**

Are you looking for a change? Do you want to make a difference? Are you passionate about helping others? If so this could be the perfect position for you.

**Working hours: 8 hours per week, Friday 8am-5pm (60 minute lunch)**

**Potential Interview date: Tuesday 1st July**

The duties and responsibilities to be undertaken by members of the practice reception and 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 team leader/Practice Manager, dependent on current and evolving practice workload and staffing levels
- Responsibility for completing the working rota for the Reception Team
- Occasional review of Processes for the Reception and Admin Team, as requested by the line manager.
- Opening up/locking up of practice premises and maintaining security in accordance with practice protocols.
- Maintaining and monitoring the practice appointments system.
- Processing personal and telephone requests for appointments including online consultations, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional or service.
- Processing and distributing incoming (and outgoing) mail.
- Taking messages and passing on information to appropriate professional.
- Filing and retrieving paperwork.
- Processing repeat prescriptions in accordance with practice guidelines.
- 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 members and associated healthcare agencies and providers.
- Clearing and re-stocking of consulting rooms as required.
- Providing clerical assistance to practice staff when required from time to time, including word/data processing, filing, photocopying and scanning documents.
- Dealing with clinical waste and spillages following Practice procedures (where required)
- Provision of refreshments for staff and visitors as required; and keeping the kitchen area clean and tidy.
- Covering additional shifts for sickness and annual leave.
- To work Enhanced access hours on rotation with the Reception/Admin team when needed.
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
- Ensure all patient records are up to date and any new registrations and/or deductions are processed via the clinical system in accordance with practice policies.
- Deal with and process internal tasks that are assigned to the reception office.
- Review recall lists and contact patients by phone or letter to invite them in for routine checks where required.
- Take part in audit work, reviewing patient records and recording accurate data on the relevant systems where required.
- Manage pathology links on a daily basis.
- And any other duties as required by the line manager and the Practice Manager.

**Personal Qualities**

**Essential criteria**

Polite and confident Flexible and cooperative Motivated High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Flexibility to work additional hours when needed Disclosure Barring Service (DBS) check

**Desirable criteria**

Forward Thinker

**Qualifications**

**Essential criteria**

Educated to GCSE level or equivalent

**Experience**

**Essential criteria**

Experience of working with the general public Experience of administrative duties Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Ability to prioritise and manage workload Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to follow policy and procedure

**Desirable criteria**

Experience of working in a health care setting / primary care Experience of clinical administration eg: scanning hospital documents Experience of using S1 and running reports Representing organisations at meetings Competent with using Social Media Platforms Ability to take clear and concise minutes of meetings

**Job Types**: Part-time, Permanent

Pay: £12.21 per hour

**Benefits**:

- Company pension
- On-site parking
- Sick pay

Schedule:

- Holidays
- Monday to Friday
- Overtime
- Weekend availability

Work Location: In person

Application deadline: 24/06/2025