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Administrative Assistant
4 weeks ago
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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