General Practice Administration Assistant (Patient Assistant Team)

Downend Health Group; West of England; On-site; GBP 17,000 - 19,000; Full time

Job summary

Downend Health Group is seeking a General Practice Administration Assistant to support the Patient Assistant Team across two surgeries, Christchurch and Willow Surgeries. The role requires flexibility to cover multiple administrative streams and to work at least 24 hours per week within the 7:15am–6:45pm rota.

You will handle information governance tasks, patient records, and various administration duties across teams, with emphasis on confidentiality, Microsoft Office fluency, and high

Qualifications

• GCSEs in Maths and English are required.
• Excellent IT skills and proficiency with Microsoft Office.
• Strong confidentiality and data governance awareness.
• Flexible attitude to changing shifts and hours.
• Ability to collaborate across multiple teams.

Responsibilities

• Provide cross-organisational support to different practice teams.
• Manage information governance tasks and patient records requests.
• Support administration, medical secretarial, triage and other teams as needed.
• Cover shifts and adapt to rota changes and staffing levels.
• Maintain accurate documentation and ensure GDPR compliance.

Skills

Resilience

Customer service

IT skills

Microsoft Office

Education

GCSE Maths & English

Tools

EMIS

Sentiers

Klinik

Job description

Reporting to the Operations & Workforce Manager, GP Administration Assistant's primary role will be supporting the Patient Assistant Team. This role will also be responsible for providing structured, cross organisational support to different teams when necessary to ensure continuity and consistency in workflow delivery. The job holder will involve working at both Christchurch and Willow Surgeries.

A minimum of 24 hours per week with commitment to work between the hours of 7.15am and 6.45pm, depending on the rota.

Main duties of the job

• Post holders will need to be highly organised, with an ability to manage multiple duties within our various practice administration teams.
• Weekly work shift patterns will be provided, however, the post holder must be flexible in their approach as these may change, depending on daily staffing levels.
• Post holders will be required to cover short-term and long-term absence such as sickness, annual leave, maternity/paternity leave. A high level of flexibility and commitment to supporting all teams is essential.
• A minimum of 24 hours per week is required, with an understanding that additional hours may be required on occasion.
• Due to the wide scope of the role, responsibilities will change as knowledge and comprehension develops. Postholders are expected to develop their skills and understanding, with the long-term goal of fulfilling all responsibilities within each of the areas mentioned below.

About us

At Downend Health Group, our team and their wellbeing are some of our key priorities. The organisation has grown from humble beginnings with a skeleton staff, to a workforce of over 100 employees, providing services from two purpose-built surgeries.

We are here to look after you as much as we are able. We have a range of policies to help staff from a Menopause Policy to resources on Mental Wellbeing. We also understand that flexibility is key to a successful work- life balance and where possible, we offer flexibility in working patterns to accommodate your needs.

Downend Health Group know that all work and no play isn't great for anyone - we hold social gatherings, we run sweepstakes on sporting events and deliver a monthly reward scheme that recognises employees who have gone the extra mile. We value you and your commitment to the practice and like to recognise this with small tokens of appreciation.

Job responsibilities

Job Title: General Practice Administration Assistant (Patient Assistant Team)

Main Purpose of the role:With the primary role in the Patient Assistant Team, the General Practice Administration Assistant is required to provide cross organisational support to the different teams within the practice:

Requirements of the role

• Resilience and an ability to work collaboratively with multiple teams.
• Potential to grasp different work processes and concepts quickly.
• Adaptable to ever changing work environments and work streams.
• Able to act on own initiative and be both self-directed and motivated.
• To have an excellent, positive customer service mindset.
• Very good IT skills and a thorough understanding of Microsoft Office.
• High level of literacy, with excellent verbal and written communication skills.
• To have an understanding, acceptance and adherence to the need for strict confidentiality and clinical governance.
• A flexible approach to work pattern and to increase working hours when the demand arises, such as holiday and/or sickness absence.
• To ensure own statutory & mandatory training records are up to date within Teamnet and in accordance with Practice requirements.

Main Duties of the role:

The General Practice Administration Assistant will be supported by the Operations & Workforce Manager. The General Practice Administration Assistant is responsible for providing structured, cross organisational support to different teams:

Information Governance

Core responsibilities:

• Managing SARS requests and sending letters to patients
• Managing patient consent and sending letters to patients
• Logging information requests in a manual folder and within a master spreadsheet
• Using the IGPR electronic platform for records requests
• Sourcing patient paper records from both surgeries
• Photocopying paper records for SARS requests
• Any other duties as required to maintain optimum workflow relating to information governance and requests for patient information.

Administration Team

Core responsibilities:

• Temporary patient registration workflow management via the Portal
• Detailed coded records
• Proxy access
• Child Health and immunisation workflow
• Distribution of unmatched lab reports
• Baby blood spots
• Diabetic eye screening workflow
• Opening & distributing post
• Any other duties as required to maintain optimum workflow within the administration team.

Medical Secretary Team

Core responsibilities:

• E-referrals and advice & guidance letters
• EMIS task workflow
• Docman task workflow
• Telephone queries with external health providers
• Minute taking
• Any other duties as required to maintain optimum workflow within the medical secretarial team.

Triage Team

Core responsibilities:

• Using Sentiers, a Care navigation system tailored to this practice, to triage appointment requests ensuring appointments are allocated in order of clinical priority
• Saving those requests into patient health records (EMIS)
• Submitting Klinik requests for those patients who require our assistance to do so
• Allocating appointments and advising patients via various methods of digital media
• Community healthcare referrals
• Sending self-help links and wellbeing information to patients
• Identifying the need for prior nursing appointments, ensuring clinicians have all the information required
• Co‑ordinating translation services
• Rebooking Clinical Appointments due to unscheduled absences
• Any other duties as required to maintain optimum workflow within the Triage team.
• Ensuring high levels of attention to detail and accuracy with regards to the completion of all necessary documentation associated with the role
• Maintaining effective liaison with other staff and/or agencies concerned with patient care, and with all other disciplines within the practice, with appropriate regard to confidentiality
• Working co-operatively within teams and respecting the skills, expertise and contributions of your colleagues
• Respecting leadership and management direction at all levels
• Communicating effectively with all members of Downend Health Group, patients and external agencies.
• Collecting data, preparing reports and undertaking research as required
• Efficiently use IT platforms to support your role
• Ensuring the rules of GDPR, Caldicott, Freedom of Information Act and those issued by the NHS and CCG are understood and fully implemented
• Supporting in the planning and co-ordination of practice targets including work streams such as Quality and Outcomes Framework (QOF); Enhanced Services; Care Quality Commission (CQC) etc;
• Demonstrating a personal and professional commitment to equality and diversity
• Ensuring skills and knowledge remain up to date by taking part in appropriate learning activities that maintain and develop your competence and performance

Notice

This job description sets out the duties which this role normally entails. The job holder should understand that the job title and job description may be amended by the employer, and that he/she/they may be called upon to carry out additional or other duties as may reasonably be required by the Practice. The nature of our business means that the job holder must be flexible in his/her/their approach to the work, in order, to provide service to patients.

Qualifications

• GCSE qualification in Maths and English

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.