Administration team member

Job summary

An exciting opportunity has arisen for a practice administrator due to internal staff promotion.

Benefits:

Working hours are flexible and negotiable

On-site free parking

NHS Pension

Upto 30 days holiday

We are seeking to recruit an enthusiastic, reliable, highly motivated administrator with excellent customer care skills to join our existing team of administration staff. You will be responsible for working within a busy department, working together as a team to help patients, support the doctors and extended multidisciplinary team.

As a member of the administration team, you will have excellent organisational skills, team working and problem solving skills, together with in depth knowledge and experience of working with the general public with a caring approach.

As our chosen administrator you will be expected to be flexible and help with a range of duties.

Clinical System: SystmOne

8900 patient list size.

Main duties of the job

To work unsupervised effectively in often complex and unpredictable situations. Use own judgement, resourcefulness, common-sense and local knowledge to respond to patients enquiries, particularly in assessing degree of urgency.

Maintain the clinical appointment system Respond to unexpected absences by any of the clinical staff, by taking the appropriate action to cancel or transfer booked appointments. Add new clinical staff members onto the clinical system Relay messages from GPs and other Healthcare professionals to patients clearly and accurately Handle petty cash following laid out procedures to document incoming monies by both cash and bacs Monitor all work related emails and action as appropriate ensuring that NHS IT security guidance is followed Build and run searches to produce effective data in order to maintain clinical standards and audits Assist in the process of rolling out new services in line with NHS contracts and specifications Add suitable clinical data to patient records based on incoming documentation and reports Produce prescriptions in order to claim payments for purchased stock Prior notification lists for cytology screening

This list is a sample of duties and not exhaustive.

About us

We are a friendly team in a well established Practice that regularily meet up outside of work to socialise. We have a strong "family" feel to our team with education and development being at the base of our ethos. We have 3 GP Partners as well as 2 salaried GPs, a team of 2 ANP's and an ECP all working together to provide patients with appointments for medical care. They are supported by 2 Practice Nurses and 2 HCA's. The Practice is ran by our Practice Manager with support from a well developed administration team including Care Co-ordinators. We have our reception team as first contact for our patients.

We are high achievers for QOF and strive to maintain high standards both clinically and administratively. As part of a strong Primary Care Network, we have access to an MDT team including Pharmacists and Technicians, Dieticians, First contact Mewntal Health Practictioners, First contact Physiotherapists and many social prescribers.

Job description

Job responsibilities

Job Summary

Theoverall purpose of the post is to ensure the practice uses data and informationin the most effective and efficient manner possible, stream-lining processwherever possible and using technology to assist whenever practicable.

Thepost-holder will, by implication, lead the practice in developing its use ofinformation technology to support all staff to improve the quality of patientcare.

Main responsibilities

1. Data& Information Management operational

Thepost-holder will oversee and manage the flow of data and information cominginto and around the practice. Key areas include:

Ensuring any prescription claims queries andclaims are duly processed.

To collaborate with team colleagues to ensure allcorrespondence relating to patients is correctly coded.

By designing and running searches and reports, to providedata management reports at established intervals or on an ad hoc basis asrequested. Data management reports will include the following areas (list notexhaustive):

Immunisation Audits

Pathology / Lab links

Patient access analysis

Population Manager / QOF / GMS contractinformation

RAIDR

Recalls / Reviews with Nursing team

SCRs

SIRMs

2. Data& Information Management - strategic

The post-holder will assist the Practice Managerin the ongoing development and implementation of the Practices IT strategy, byoverseeing the practices usage of clinical and other IT systems, and lead thepractice:

To continue to develop its usage of the clinicaland other systems to ensure both ease of use and optimum data quality

By more regular and planned use of RAIDR,interrogation of data aimed at highlighting issues of concern

To ensure appropriate incidents are reported onSIRMS.

3. InformationGovernance

Thepost-holder will support the Practice Manager to assist in ensuring thepractice is fully compliant with best practice IG requirements. In particular,this necessitates supporting the Practice Manager by:

Assisting to fulfil Information Governancestipulations and requirements, including ensuring all staff are up to date withany changes and/or training.

To maintain awareness within the Practice of IGmatters, particularly regarding safe and secure computer usage (including SmartCards) and to advise the Practice Manager accordingly.

4. ITsystems management

The post-holder will:

Investigate and support staff to resolve problemsin the day-to-day use of computers, printers and other IT related equipment.

Be the first point of contact with the helpdesksof the clinical and other system suppliers / liaise with the suppliersregarding system faults - EMIS, Digital dictation, Lab links, ICE etc.

Assist in the installation and configuration ofhardware and software.

Report to the Practice Manager any significantevents relating to the IT systems.

Set up new users according to practice protocolsensuring they have access to required applications.

Be responsible for Smartcard applications and theresulting security checks.

Be responsible for the maintenance and updating ofthe practice website and GPTN.

5. Supportto the Practice

To undertake various administrative duties asrequired, for example, insurance work, out-going invoices, ordering ofstationery and/or supplies, room bookings and allocations.

6. Otherduties

To assist in general reception andadministrative duties, as required due to busy periods in the surgerys day,break cover, absence or annual leave.

7. ContinuousProfessional Development

The post-holder will:

Ensure the effective running of the Practices ITnetwork and e-mail system including the management of user profiles.

In conjunction with the Practice Manager tomaintain adequate attendance of training courses or communication with theComputer System Supplier, to ensure that your own standards of capability arehigh.

To be responsible for the establishment oftraining programme for all personnel to ensure competence in their ownparticular fields of usage.

Clausescommon to all Job Descriptions

8. Confidentiality

In the course of seeking treatment, patientsentrust us with, or allow us to gather, sensitive information in relation totheir health and other matters. They do so in confidence and have the right toexpect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this jobdescription, the post-holder may have access to confidential informationrelating to patients and their carers, practice staff and other healthcareworkers. They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to be regardedas strictly confidential.

Information relating to patients, carers,colleagues, other healthcare workers or the business of the practice may onlybe divulged to authorised persons in accordance with the practice policies andprocedures relating to confidentiality and the protection of personal andsensitive data.

9. Health& Safety

Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice Health & SafetyPolicy, to include:

Using personal security equipment in the workplace.

Identifying the potential risks involved in workand deciding on the appropriate course of action to report/manage such risks.

Making effective use of training to updateknowledge and skills.

Using appropriate infection control procedures,maintaining work areas in a tidy and safe way and free from hazards.

10. Equalityand Diversity

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

Acting in a way that recognises the importance ofpeoples rights and abilities.

Respecting the privacy, dignity, needs and beliefsof patients, carers and colleagues.

Behaving in a manner which is welcoming to individuals,is non-judgmental and respects their circumstances and feelings.

11. Personal/Professional Development

Thepost-holder will participate in any training programme implemented by the practiceas part of this employment, such training to include:

Participation in individual performance reviewswhen required and identify individual training requirements.

Partaking in staff training of other members ofthe PHCT.

Statutory training CPR, safeguarding.

To participate and inform the practice traininggroup on behalf of the PHCT.

12. Quality

Thepost-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality andrisk.

Assess own performance and take accountability forown actions, either directly or under supervision.

Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the teams performance.

Work effectively with individuals in otheragencies to meet patients needs.

Effectively manage own time, workload andresources.

13. Communication

The post-holder should recognise the importance ofeffective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methodsof communication and respond accordingly.

14. Contributionto the Implementation of Services

Thepost-holder will:

Apply practice policies, standards and guidance.

Discuss with other members of the team how thepolicies, standards and guidelines will affect own work.

Participate in audit where appropriate.

Contribute to PHCT meetings.

15. OtherThis job description is neitherexhaustive nor exclusive and will be reviewed periodically in conjunction withthe post holder. The post holder is required to carry out any reasonable dutiesthat may be requested by the Partners and/or the Practice Manager. Thepost holder will be required to adhere to any practice requirements, orstipulations arising within a legislative context from a recognised andlegitimate third party. Person Specification

Qualities / Attributes

Essential

Performing under pressure Self-driven and motivated Able to work effectively as part of a team Attention to detail and willingness to see a job through to the end. Able to manage own workload and remain calm under pressure. A commitment to the development of self and others. Flexibility in approach to meet the needs of the practice. Ability to work without direct supervision.

Qualifications

Essential

GCSE grade A to C in English and Maths or equivalent

Experience

Essential

Experience of working in Primary Care / Health care Excellent communication skills (Written and Oral) Experience of working with microsoft office products including word, excel and outlook Problem solving skills

Desirable

Experience of working with SystmOne IT skills

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