Admin Assistant

Ivy Grove Surgery; Waingroves; On-site; GBP 20,000 - 25,000; Full time

Job summary

A community-focused medical practice in Waingroves is looking for an Administrator to support the delivery of high-quality patient care. The ideal candidate will manage clinical correspondence, maintain filing systems, and assist in effective communication within a team. This position requires strong organizational skills and familiarity with EMIS systems, emphasizing the importance of teamwork and independent capability. Applicants should have GCSEs in Maths and English and a good understanding of community services.

Qualifications

• Evidence of team working within a medical environment.
• Ability to work independently with minimal supervision.
• Understanding of community services, caseloads, clinics, and systems of working.

Responsibilities

• Input incoming clinical letters, discharge summaries, and results into the medical system.
• Establish and maintain filing and administrative systems.
• Receive incoming calls and process recall requests for specialist clinics.

Skills

Team working

Good verbal and written communication skills

Good organisational and facilitation skills

Telephone call handling

Clinical knowledge

Education

Maths and English GCSE/equivalent

Tools

Emis or system one

Job description

This is a great opportunity to join a strong, well-established team at an exciting time of growth, supporting the delivery of safe, high-quality patient care while developing your skills in a varied and meaningful role.

Main duties of the job

To input incoming clinical letters, discharge summaries, results etc, into the medical system.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure

To access Lab Links and download details of investigations carried out into the patients medical records.

To produce and maintain returns to the PPA.

To retrieve medical records and assist the completion of medical/insurance records.

To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To process the recall requests for specialist clinics, vaccination campaigns, flu campaigns, etc.

To input the OOH visits, A&E attendances, and message slips into the patients medical records.

To produce searches as required for clinical and audit purposes.

To maintain the computer clinical system in an accurate and secure manner

To provide cover for members of the secretarial/reception team during periods of sickness and annual leave

Any other duties which may reasonably be regarded as within the nature of the duties and responsibilities.

About us

We are a friendly, established, respected and forward-thinking medical practice situated to the market town of Ripley. We provide a first-class service for patients across a varied and developing practice area. The practice is a training practice and has a list size of 10,300 patients; our clinical team consists of 5 GP Partners, Salaried GPs, Practice Nurses, a TNA and a HCA. We also have a compliment of PCN & ARRS staff including care coordinators, clinical pharmacists, pharmacy technicians and social prescribers, and are the current base for the ARCH Home Visiting Service, a PCN wide home visiting team.

Job responsibilities

To ensure the EMIS medical system is utilised in the most effective way to produceaccurate information for clinical and audit purposes.

To input incoming clinical letters, discharge summaries, results etc, into themedical system.

To establish and maintain filing and administrative systems so that written orcomputer information is easily accessible and secure

To access Lab Links and download details of investigations carried out into thepatients medical records.To produce and maintain returns to the PPA.

To retrieve medical records and assist the completion of medical/insurancerecords.

To receive incoming and initiate outgoing telephone calls to facilitate timely andappropriate communications with others, taking messages and dealing withappropriate queries.To process the recall requests for specialist clinics, vaccination campaigns, flucampaigns, etc.

To input the OOH visits, A&E attendances, and message slips into the patientsmedical records.

To produce searches as required for clinical and audit purposes.

To maintain the computer clinical system in an accurate and secure manner

To provide cover for members of the secretarial/reception team during periodsof sickness and annual leave

Any other duties which may reasonably be regarded as within the nature of theduties and responsibilities.

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 inconfidence and have the right to expect that staff will respect their privacy and actappropriately. In the performance of the duties outlined in this Job Description, the post-holdermay have access to confidential information relating to patients and their carers,practice staff and other healthcare workers. They may also have access toinformation relating to the practice as a business organisation. All suchinformation from any source is to be regarded as strictly confidential

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

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health,safety and security as defined in the practice Health & Safety Policy, to include: Using personal security systems within the workplace according topractice guidelines.Identifying the risks involved in work activities and undertaking suchactivities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas ina tidy and safe 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 andcolleagues, to include: Acting in a way that recognizes the importance of peoples rights,interpreting them in a way that is consistent with practice procedures andpolicies, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers andcolleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include, Participation in an annual individual performance review, including takingresponsibility for maintaining a record of own personal and/or professionaldevelopment. Taking responsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similar work.

Quality

The post-holder will strive to maintain quality within the practice, and will, alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, eitherdirectly or under supervision. Contribute to the effectiveness of the team by reflecting on own and teamactivities and making suggestions on ways to improve and enhance theteams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources.

Communication

The post-holder should recognize the importance of effective communication withinthe team and will strive to: Communicate effectively with other team members. Communicate effectively with patients and carers. Recognize peoples needs for alternative methods of communication andrespond accordingly.Contribution to the Implementation of Services:The post-holder will, apply practice 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

• PERSON SPECIFICATION - ADMINISTRATOR
• Maths and English GCSE/equivalent
• Evidence of Team working
• Ability to work independently and with minimal supervision
• Good verbal and written communication skills
• Good organisational and facilitation skills
• Ability to work independently.
• telephone call handling
• Understanding of community services, caseloads, clinics and systems of working
• Previous experience of Emis or system one
• Clinical knowledge
• Understanding of community services, caseloads, clinics and systems of working

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.