Administrator

Baddeley Green Surgery; Stoke-on-Trent; On-site; GBP 14,000 - 19,000; Part time

Job summary

Baddeley Green Surgery in Stoke-on-Trent is seeking a pro-active part-time Administrator to support the multidisciplinary team. The role covers front-desk customer service, appointment scheduling, document processing and data entry, with duties including handling patient queries and liaising with external agencies.

The position requires experience in primary care and a proactive, patient-focused approach. The role is 25 to 30 hours per week, with some evening cover until 6:30pm.

Qualifications

• Experience in dealing with the public and handling front-desk duties.
• Pro-active, self-motivated approach with general administration experience.
• Experience in a primary care or health care setting preferred.

Responsibilities

• Greet and direct patients; manage the appointment system and bookings.
• Scan and process information; complete basic non-opinion forms for GP approval.
• Answer calls, transfer or respond to requests; handle patient enquiries.
• Support reception staff with patient appointments and admin tasks.
• Process SAR, insurance, DVLA, and related forms through appropriate channels.
• Maintain clean, tidy working area and support the multidisciplinary team.

Skills

Customer service

Communication

Data entry

Telephone etiquette

Teamwork

Autonomous working

Education

GCSE English & Maths

NVQ Customer Service

AMSPAR Qualification

Tools

Microsoft Office

Job description

PLEASE NOTE THIS IS A SURGERY BASED ROLE NOT A HYBRID OR REMOTE ROLE

An exciting opportunity has arisen at Baddeley Green Surgery for a part-time Administrator, working 25 to 30 hours per week with cover until 6:30pm for sickness and holiday absence. We are looking for someone who has experience in Primary Care who is pro-active, enthusiastic self-motivated with experience in dealing with general administration duties, general public face to face and via telephone, who has working in a previous reception or customer service role.

Main duties of the job

To be responsible for undertaking a wide range of administration duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, referring patients, scanning and processing of information, completing basic non-opinion forms for the GP to approve and sign including Insurance Forms, Benefit Forms, PIP forms, DVLA, Gun Licences etc and assisting patient's general enquiries as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers. Attendance at the Covid 19 vaccination clinics, dealing with patient queries regarding the Covid 19 vaccinations.

To provide effective high quality and responsive care appropriate and timely within a safe environment to meet the needs of our registered patients without restriction or discrimination, adhering to information governance regulations at all times.

To ensure all staff both clinical and non-clinical are aware and up to date with all relevant training for their roles, to ensure safe delivery of services to patients.

About us

Baddeley Green Surgery comprises of four General Practitioners with a complement of clinical and administrative staff members. We are a friendly forward-thinking practice looking for a pro-active Administrator to complement our team working in a friendly professional busy environment.

Please note should we receive a high volume of applicants we have the right to close the advert early.

Job responsibilities

• b.Carryout system searches as requested
• c.Initiatingcontact with and responding to, requests from patients, team members andexternal agencies
• d.Scanningand coding of patient related documentation and attaching scanned documents topatients healthcare records
• e.Processpersonal, telephone and e-requests for appointments
• f.Answerincoming phone calls, transferring calls or dealing with the callers requestappropriately
• g.Actiondirect requests for information i.e. SAR, Insurance/Solicitors letters and DVLAforms to the appropriate personnel
• h.Actionincoming emails/tasks as necessary in support of the secretarial team
• i.Manageall queries as necessary in an efficient manner
• j.Datainput with attention to detail
• k.Actionincoming emails and online triage when necessary
• l.Supportreception staff making patients appointments
• m.Dealingwith medical records regarding Social Services and Safeguarding requests
• n.Photocopydocumentation as required
• o.Dataentry of new and temporary registrations and relevant patient information asrequired
• p.Summarisingand Input data into the patients healthcare records as necessary
• q.Directrequests for information i.e. SAR, insurance/solicitors letters, DVLA, PIP andBenefit forms and DVLA forms etc
• s.Maintaina clean, tidy, effective working area at all times
• t.Supportall clinical staff with general tasks as requested
• u.Dealingwith patients Covid 19 Vaccination queries
• v.Attendanceand duties required at the Covid Vaccination Clinic
• w.Updatingand reviewing practice policies and procedures
• x.Searchesand duties to support the Practice Manager
• y.UndertakingFire Alarm Testing and Water Analysis in accordance with the Legionnairesrequirements

Qualifications

• Educated to GCSE or equivalent A to C in English and Maths
• NVQ Customer Service
• AMSPAR Qualification

Experience

• Experience of working with the general public
• Experience of administrative duties
• Experience of working with Microsoft Packages
• Experience of working in a health care setting

Skills

• 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
• Ability to remain calm and professional in a busy environment
• Problem solving & analytical skills
• Ability to follow policy and procedure

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other Requirements of the Post

• Flexibility to work outside of core office hours

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.