Maternity Cover Administrator

Whitby Group Practice; Whitby; On-site; CAD 30,000 - 60,000; Part time

Job summary

A medical services practice in Whitby is seeking a highly motivated part-time Administrator to assist with a variety of administrative tasks. This role involves filing, scanning, and managing emails while ensuring high-quality service delivery to patients. Ideal candidates must possess strong communication skills, IT proficiency, and the ability to work flexibly. A friendly team atmosphere is part of the work culture.

Benefits

Friendly team environment

Company Christmas party

Supportive learning environment

Qualifications

• Must be flexible to cover until 6:15pm if required.
• Ability to work without direct supervision.
• Have excellent keyboard and computer skills.

Responsibilities

• Filing and scanning of documents.
• Review daily incoming emails.
• Creating invoices for reports.

Skills

Excellent communication skills

Organizational skills

Time management

IT skills

Education

General education to GCSE equivalent level English/Maths

Tools

Microsoft Office

Outlook

Job description

We are looking for a highly motivated and enthusiastic, part time, 2 days per week Administrator to join our friendly team who deliver a high quality and efficient service to our patients. You will be required to provide a wide range of administrative tasks to assist in the delivery of excellent service.

Main duties of the job

• Filing and scanning of documents.
• Review daily incoming emails.
• Opening the daily post and distributing to relevant departments.
• Creating invoices for reports.
• Weekly reports for procedures and referrals.
• New patient registrations and deductions.
• Emailing radiology requests.
• Dealing with District nurse emails and requests.
• Scanning and printing of documents.
• Booking annual review appointments.
• Managing online access.
• Any other delegated duties considered appropriate for the post.

About us

Whitby Group Practice is a Medical Services Practice, located in Spring Vale Medical Centre in Whitby, North Yorkshire. It has a current list size of nearly 13,500 patients.

The Practice provides a service to residents of Whitby and the surrounding villages. It has a branch surgery at Robin Hoods Bay, approximately 5 miles from Whitby along the coast. Both surgeries are purpose built, have a dispensary and ample parking. They are owned by the Partners.

The Practice is a large team which works together to deliver high quality, accessible care within a supportive, friendly learning environment.

The practice is a very desirable place to work with a relaxed and pleasant atmosphere. It is very important to the partners that this is maintained and developed.

There is a good social aspect to the team and we always have a Christmas party with several social events in between.

Job responsibilities

Major Duties and Responsibilities of the Post:

• Filing
• Photocopying
• Scanning of documents
• Opening and date stamping daily incoming post
• Reviewing daily incoming emails
• Creating invoices for reports
• Weekly reports Patient procedures and Fast Track Referrals
• New Patient Registrations and Deductions (Workflow)
• Temporary residents registration
• Death Certificates
• Dealing with District Nurse (DN) emails
• Printing in colour/scanning
• Booking annual reviews
• Online access
• Maintain a healthy and secure workplace
• Any other delegated duties considered appropriate for the post

Person Specification:

Hours of Work are 16 hours per week, 2 days, Thursday and Friday. The hours will include 8:00am start and you must be flexible to cover until 6:15pm if required.

We would look for the post holder to:

• Have a good general education to GCE / GCSE equivalent level English
• Have excellent keyboard and computer skills
• Be a user of Microsoft Word
• Have excellent communication skills including an excellent telephone manner
• Ability to work without direct supervision and to determine own and others workload priorities
• Ability to work as part of an integrated and multi-skilled team
• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness, common sense to respond to patients enquiries and requests
• Accuracy
• Able to work under pressure
• Have a flexible approach
• Promote & maintain own and others Health & Safety as to the Practice H & S Policy
• Training provided

Confidentiality:

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

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

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

Health & Safety:

The post-holder will implement the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures.

Equality and diversity:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Safeguarding:

To comply with local safeguarding policies and procedures.

The post-holder will participate in any training programme implemented by the practice as part of this employment.

Quality:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Effectively manage own time, workload and resources.

Communication

• Communicate effectively with other team members and staff
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Person Specification

Experience

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Experience of working in primary care
• Experience of working in a GP practice

Qualifications

• Have a good general education to GCSE equivalent level English/Maths
• Experience in an administrative role.
• Confident in the use of IT.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.