Gynaecology Administrator

Job summary

IGPF works very closely with strategic, commissioning and provider partners, including the local clinical commissioning group, NHS England, Healthy London Partnership, Public Health, local hospitals, such as Whittington Health, the local authority, third sector organisations and patient representation groups. It plays an important role in the development of the health and care landscape across Islington, and within its North Central London (NCL) regional footprint.

The small but effective management and support structure includes local GPs, nurses, practice managers and other non-clinical staff. It has a core team of less than 50 staff, based in its Holloway office, and in total employs around 150 the majority on a monthly, part-time basis. IGPF are looking for a flexible individual to join its Community Gynaecology Team currently serving Haringey & Islington The Gynaecology Collaborative.

Main duties of the job

Primarily the post holder will support The Gynaecology Collaborative administration function as follows:

Undertake a variety of administrative duties to assist the operations team with the running of the Gynaecology service.

Monitor electronic referral inboxes and process incoming referrals accordingly.

Have full understanding of patient information system EMIS web, eRS and other administration systems.

Manage clinic rotas using EMIS Web including making patient bookings and dealing with patient queries appropriately.

Action follow up instructions according to GP consultation notes ( discharge letters, secondary care referrals, follow-up appointments, chasing up receipt of investigation results etc.).

On occasion, provide on-site admin support to gynaecology clinicians and /or provide absence cover for community gynaecology receptionist(s). The clinics are located in existing healthcare premises across Haringey & Islington.

Respond to and/or redirect all patient and visitor requests in a thoughtful and professional manner.

About us

Islington GP Federation (IGPF) is a growing organisation representing 31practices; we have established ourselves as a leader in new ways of working,including running Islingtons extended access primary care services (I:HUB) aswell as supporting the Islington Primary Care Networks (PCNs). Our currentrange of services include the Extended Access Service, I:HUB, Community Ear,Nose and Throat (ENT), Integrated Community Gynaecology, practice-basedpharmacists and a range of practice support mechanisms.

IGPF works very closely with a range of partners including the regionalcommissioning group, NHS England, Healthy London Partnership, Public Health,local hospitals such as UCLH and the Whittington Health and the London Boroughof Islington.

IGPF is thehost organisation for the Primary Care Network (PCN) workforce and theIslington Training Hub, and has been working for over two years to createtraining and development programmes that meet the needs of staff working inprimary and community care settings. IGPF runs twoIslington GP practices on caretaking contracts; a third practice will be takenon within this financial quarter.

Job description

Job responsibilities

JOB TITLE: Gynaecology Administrator

REPORTS TO: GynaecologyCollaborative Service Manager

HOURS: Hours Full-Time (Mon Fri)

SALARY: £25,000 pro Rata

LOCATION: This role is site based

PLEASE NOTE THAT INTERVIEWS WILL BE TAKING PLACE ON A ROLLING BASIS.

About Islington GPFederation

TheIslington GP Group Limited, trading as Islington GP Federation (IGPF), is arapidly growing organisation representing the interests of general practice inIslington. It is an established leader in the provision of new and integratedprovision of healthcare, including supporting the new Primary Care Networks anddeveloping quality improvement capabilities in general practice. Its range ofservices include I:HUB, community ENT, community gynaecology, practice-basedpharmacists, long term condition management optimisation, proactive screeningand evaluation trials, and a range of general practice support propositions.

IGPFworks very closely with strategic, commissioning and provider partners,including the local clinical commissioning group, NHS England, Healthy LondonPartnership, Public Health, local hospitals, such as Whittington Health, the local authority, third sectororganisations and patient representation groups. It plays an important role inthe development of the health and care landscape across Islington, and withinits North Central London (NCL) regional footprint.

Job Responsibilities:

Primarily the post holder will support The Gynaecology Collaborativeadministration function as follows:

Undertake a variety of administrative duties to assist the operationsteam with the running of the Gynaecology service.

Monitor electronic referral inboxes and process incoming referralsaccordingly.

Have fullunderstanding of patient information system EMIS web, eRS and otheradministration systems.

Manage clinic rotas using EMIS Web including making patient bookingsand dealing with patient queries appropriately.

Action follow up instructions according to GP consultation notes (discharge letters, secondary care referrals, follow-up appointments, chasing upreceipt of investigation results etc.).

On occasion, provide on-site admin support to gynaecology cliniciansand /or provide absence cover for community gynaecology receptionist(s). Theclinics are located in existing healthcare premises across Haringey &Islington.

Respond to and/or redirect all patient and visitor requests in athoughtful and professional manner.

Minute takingat Operational Team meetings and providing clerical assistance to Federationstaff as required

Have a workingknowledge of all office based software and hardware ( photocopier, rostering and orderingsoftware).

Work safely atall times in accordance with legislative requirements and Federation policiesand procedures

Confidentiality:

In thecourse of seeking treatment, patients entrust us with, or allow us to gather,sensitive information in relation to their health and other matters. They do soin confidence and have the right to expect that staff will respect theirprivacy and act appropriately.

In theperformance of the duties outlined in this Job Description, the post-holder mayhave access to confidential information relating to patients and their carers,staff and other healthcare workers. They may also have access to informationrelating to the Federation as a business organisation. All such informationfrom any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcareworkers or the business of the Federation may only be divulged to authorisedpersons in accordance with the Federation policies and procedures relating toconfidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own andothers health, safety and security as defined in the Federations Health &Safety Policy, to include:

Using personal security systems within the workplace according toPractice guidelines

Identifying therisks involved in work activities and undertaking such activities in a way thatmanages those risks

Making effective use of training to update knowledge and skills

Usingappropriate infection control procedures, maintaining work areas in a tidy andsafe way and free from hazards

Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients,carers and colleagues, to include:

Acting in a waythat recognizes the importance of peoples rights, interpreting them in a waythat is consistent with Federation procedures and policies, and currentlegislation

Respecting the privacy, dignity, needs and beliefs of patients, carersand colleagues

Behaving in amanner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implementedby the Federation as part of this employment, such training to include:

Participationin an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development

Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Federation,and will:

Alert other team members to issues of quality and risk

Assess ownperformance and take accountability for own actions, either directly or undersupervision

Contribute to the effectiveness of the team by reflecting on own andteam activities and making suggestions on ways to improve and enhance theteams performance

Workeffectively with individuals in other agencies to meet patients needs.

Effectivelymanage own time, workload and resources

Communication:

The post-holder should recognize the importance of effectivecommunication within the team and will strive to:

Communicateeffectively with other team members

Communicateeffectively with patients and carers

Recognize peoples needs for alternative methods of communication andrespond accordingly

Contributionto the Implementation of Services:

The post-holder will:

Apply Federation policies, standards and guidance

Discuss with other members of the team how the policies, standards andguidelines will affect own work

Participate in audit where appropriate.

Person Specification

Experience

Essential

Experience within a health care setting

Desirable

Experience in GP Practice or Outpatient Administration/ Reception

Knowledge/Skills

Essential

Ability to provide quality care Good interpersonal and communication skills Good organisational skills Good team working skills Effective time management skills Ability to work independently following verbal or written instructions Adaptable to change Computer literate

Desirable

Basic IT Skills Knowledge in EMIS and Docmail clinical systems Experience of using eRS Basic first aid knowledge Health and safety awareness Chaperone Training Certificate or experience

Qualities/Attributes

Essential

An understanding, acceptance and adherence to the need for strict confidentiality Able to work on own initiative Able to work under pressure and remain calm Flexible and adaptable Aware of own limitations Keen to develop

Qualifications

Essential

Good General Education

Desirable

Qualified to NVQ level 3

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