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Administration Assistant

4 months ago

Morecambe, United Kingdom Bay Medical Group Full time

Job summary

We are recruiting for an administration clerk to be part of our administration team. Working as part of a team, the successful candidate will provide a comprehensive administrative support to assist the smooth running of the practice, delivering a variety of administrative duties included in the job description.

Members of the Admin team work as part of the Practice team and provide a key point of contact for communication between patients, members of the primary health care team, secondary care and other associated healthcare professionals and voluntary services.

Good all round office and keyboard skills are required. Full training will be given. Attention to detail and able to work as part of a team is essential.

Hours for this vacancy are to be agreed however we are offering both full and part time hours.

Interview to be held on 3rd July 2024

Main duties of the job

Working for us we can offer you:

A comprehensive induction to the role and training plan Access to the NHS Pension Scheme Possible career development in customer service, health care and administration Incremental annual leave scheme starting at 20 days annual leave plus 8 Bank Holidays, and increasing to 30 days plus BH pro rata with length of service. Access to Occupational Sick Pay scheme after one year. Access to NHS discount scheme Cycle to work scheme

About us

Bay Medical Group is a single, at scale provider of general practice services to the population of Morecambe and Heysham. We have 5 sites across the town and have a patient population of c54,000. We have an established Bay Primary Care Network (PCN) and work closely with other service providers and voluntary sector to improve the health and wellbeing of our local population.

For further information about the benefits of working for us visit

We are pleased to take part on the Mind Mental Health Charity Workplace Index and receive a bronze award for the second year running as an employer achieving change.

Bay Medical Group - for happier, healthier people

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Job description

Job responsibilities

Duties and Responsibilities

The duties and responsibilities to be undertaken by members of the 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 Administrational Operations Manager, dependent on current and evolving practice workload and staffing levels:

Process tasks and workflows within internal software and update external systems where appropriate. Support other administrative colleagues to ensure consistent level of clerical excellence and support across all administration roles. Attend & contribute to group training sessions & meetings. Develop and maintain good working relationships with all members of the BMG team. Deliver work to agreed targets for working practices for various roles within admin and report any Issues relating to targets not being met to the appropriate line manager. Provide chaperone duties for patients as required. Liaise with service providers such as District Nurses, Practice Nurses, Health Visitors, Midwifes, and other service providers and forward information for action to appropriate clinician. Clinically code patient information using the Snomed Clinical Coding system to ensure consistent and auditable information is stored in patient records. Deliver timely and efficient processing of communications received to the team by checking the admin Email accounts & other methods of electronic communication on a daily basis and dealing with correspondence appropriately. Ensuring as far as possible the completeness of clinical information in patient records by identifying missing information in new patient records and taking action to obtain it from the previous practice. Book patients into relevant appointments and maintain waiting lists for specialist clinics Deal with any queries from clinicians and patients. Provide Admin support in specified clinics Covid or flu clinics Work within GDPR legislation. Ensure all mandatory training is completed as required. Scan received paper correspondence to patient record and workflow for action to the appropriate clinician/team within agreed timescales. The completion of medical/insurance reports including requesting payments from outside agencies. To arrange the booking of Medicals, Driving Medicals and arrange for the completion/submission of relevant paperwork. Process new patient registrations, deductions, deaths, change of addresses, gender reassignment and adoption procedures, temporary patient management and management of physical and digital records (not exhaustive list). Provide secretarial support to the clinicians, referral letters dictated by clinicians to be audio typed using the practice software. All referrals including forms completed by clinicians to be processed in accordance with national guidelines using external systems where appropriate. Support efficient and effective recall processes through running regular searches under designated recall lists to include all chronic disease areas, screening & immunisations to ensure patients are invited for appropriate appointments acting according to protocol for non-attendance at the appointments. Keep recall lists up to date, following protocols as appropriate and according to the rules of Quality and Outcomes Framework and enhanced services, or any other frameworks in place at the time. Raise any queries with Line Manager. Any other duties deemed necessary by an Admin Manager.

Patient telephone line duties:

Where appropriate: Workstation/headsets to be kept clean, tidy and in good state of repair. Telephone calls must be answered swiftly and processed efficiently and courteously. Book appointments for patients that present elsewhere in the practice, reschedule appointments as required to ensure patient compliance with recall. Report any problems with phone/IT systems to Admin Team Manager. Person Specification

Experience

Essential

Experience of working to deadlines. Experience of working as part of a team to achieve outcomes.

Desirable

Previous office Experience. Experience of Microsoft Office 365 Software (Word/ Outlook/ Excel etc). Knowledge of medical terminology. Experience of working in general practice or hospitals in administrative or patient facing role. Use of Snomed codes. Knowledge of data coding and input procedures.

Characteristics

Essential

Focussed on delivering a quality service. Team player. Must be physically able to carry out all tasks necessary (see job description). Reliable and flexible to cover absences. Presentable and tidy appearance.

Qualifications

Essential

Good level of education. Must be prepared to attend training courses as required.

Desirable

GCSE English and Maths.

Skills and Abilities

Essential

Proficient keyboard skills. Coping under pressure in a busy environment. Able to demonstrate understanding of confidentiality. Confident working with people over the telephone. Able to work effectively and efficiently with accuracy. Excellent verbal and written communication skills. Demonstrate motivation, reliability, and ability to work using own initiative or as part of a team. Attention to detail and able to work as part of a team is essential.