Administrative Assistant

4 weeks ago


Rugby, United Kingdom Central Surgery Full time

Job summary

We have created an additional role in the administration team as part of our modernisation plans.

This is a substantive post and any internal applicants would be expected to resign from their current post. This will not affect any right to continuous working entitlements.

Main duties of the job

Ensuring effective administration systems, communicationmechanisms and procedures are in place to support the work of the practice andto ensure the delivery of a high quality administration service provided on adaily basis to patients, doctors and staff.

Participate in data activities within the practiceadministration area.

Understand the GMS contract and assist with the requirementsof the Quality & Outcomes Framework

Adhere to practice policies, priorities and the changingneeds of the service and adapt the workload as required.

Offer general assistance to the whole practice team and project apositive and friendly image to patients and other visitors, either in person orvia the telephone

Facilitate effective communication between patients, members of theprimary health care team, secondary care and other associated healthcareagencies

About us

The administration team is evolving and work practices are expected to change progressively over the next 12 months.

Job description

Job responsibilities

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

Receive incoming telephone calls from patients and external healthcare professionals and ensure that all enquiries or messages are dealt with appropriately

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Generate Patient recall systems, and activity associated with patient disease groups

Develop an in depth knowledge of the GP contract and assist with the implementation strategy for the Quality & Outcomes Framework

Audit the Quality Outcomes Framework performance indicators and implement strategies which address shortfalls in achievements

Participate in the patient referral process, both NHS and private, ensuring comprehensive processes are followed

Participate in the processing of insurance reports and medicals in accordance with the practice protocol

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

Receive incoming mail either am and/or pm and ensure it is sorted and distributed timely to relevant doctors and staff

Ensure that all mail is franked at the appropriate rates and made available for collection

Ensure that incoming hospital correspondence is processed promptly

Undertake any scanning duties and ensure that every effort is made to keep this up to date

Undertake all appropriate filing required in the performance of your role

Operate all relevant office equipment such as computer, franking machine, photocopier etc.

Assist in the summarising process to maintain quality patient records

Filing and retrieving paperwork

Assist with the development of the policies needed to provide the necessary evidence in preparation for any CQC visit

Provide essential cover if required

Attend courses as deemed necessary for the efficient running of the practice

Participate in all administration processes as appropriate

Ensure strict adherence to the practices computer security protocols

Ensure processes comply with IG compliance, including DPA and GDPR

Understand the way the practice processes and handles personal information relating to patients/service users

To ensure all personal information is handled legally, securely, efficiently and effectively in order to support delivery of the best possible care.

Work as part of a team to provide cover on a rota basis to cover extended hours days (8am 6:30pm). The duties of the post may be reviewed and, if appropriate, changed by discussion with the post holder to ensure the provision of effective and efficient services. Person Specification

Qualifications

Essential

Level 3 education or equivalent Standard Grade Mathematics or equivalent Standard Grade English or equivalent

Desirable

Level 4 education or higher

Personal Qualities

Essential

Planning and organising Performing under pressure Adaptability to change Team working Self-motivated Flexibility Confidentiality Awareness of potential conflicts of interest

Experience

Essential

Previous general practice administrative experience Previous customer service experience Experience of working within a General Practice environment Practical experience of computerised recording systems Experience of higher level administration processes including audit

Desirable

Experience of complex administration including audit Experience of IG compliance including regulatory processes

Skills

Essential

Excellent communication skills (Written and Oral) Excellent IT and Keyboard skills The ability to follow procedures and work to deadlines Ability to handle situations of potential conflict Problem solving/complaint handling Excellent Interpersonal skills Ability to use own initiative Ability to use Emis Web

Desirable

Ability to understand and use various software applications at an advanced level

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