Part-Time Secretarial/ Administrator & Research Assistant

Integrated Care System; Loughborough; On-site; GBP 20,000 - 25,000; Part time

Job summary

A dedicated part-time Secretary/Administrator & Research Assistant is needed for a busy NHS team in Loughborough. This role involves essential administrative support, managing patient records, and contributing to research activities. The ideal candidate should have excellent communication skills, attention to detail, and experience with NHS systems like EMIS. Join our supportive team for meaningful work that contributes to high-quality patient care.

Benefits

Access to the NHS Pension Scheme

Qualifications

• Experience with EMIS clinical system and understanding of NHS referral processes.
• Ability to communicate effectively with staff and patients.
• Strong organizational skills and teamwork.

Responsibilities

• Providing administrative support to clinical and non-clinical staff.
• Managing patient correspondence and maintaining accurate records.
• Supporting research programs and data management.

Skills

Attention to detail

Excellent English language skills

Ability to work independently

Education

NVQ 3 in administration

Tools

EMIS clinical system

PRISM referral system

Job description

Part-Time Secretarial/ Administrator & Research Assistant

Part-Time Secretarial/ Administrator &Research AssistantHours: Monday to Friday, Afternoons OnlySalary: Dependent on experienceBenefits: Access to the NHS Pension Scheme

Are you highlyorganised, detail-oriented, and passionate about supporting healthcareservices?

We are looking for adedicated Part-Time Secretary/Administrator & Research Assistant to joinour busy NHS team, providing vital afternoon cover, Monday to Friday.The part-time Secretarial/ Administrator & Research Assistantprovides essential administrative support to ensure smooth office operations. Managing a wide range of clerical and organisational tasks including support for academic, scientific, and market research.

To be responsible for accuratelyprocessing patient data in accordance with the patient confidentiality, GDPRand the data protection act.

Join our supportive team and play a key role in helping to deliver high-quality care to patients.

Main duties of the job

The part-time Secretarial/ Administrator & Research Assistantprovides essential administrative support to ensure smooth office operations. Managing a wide range of clerical and organisational tasks including support for academic, scientific, and market research.

KeyResponsibilities:

• Providing administrative andsecretarial support to clinical and non-clinical staff
• Provideadministrative support and audit programmes to evaluate and improve theeffectiveness of research programmes.
• Managing patient correspondence andreferrals
• Updating and maintaining accuratepatient records
• Handling phone and email enquiriesin a professional manner
• IT searches

Requirements:

• Excellent English language skills,both written and verbal
• Strong attention to detail andaccuracy
• Ability to work independently andas part of a team
• Experience with EMIS clinicalsystem
• Understanding of NHS referralprocesses(Full training will be provided for the right candidate)
• A Disclosure andBarring Service (DBS) check will be required prior to a job offer.

About us

Pinfold MedicalPractice is a family practice in the heart of Loughborough town centre. Thisbusy atmosphere thrives on the success of our team spirit, cooperation andexcellent communication with both patients and staff.

The secretarial, administration and research teams are led by the Practice Manager and Lead Administrator. This role supports each team to ensure that day to dayoperations run smoothly.

Listening,accuracy and confidentiality are essential skills common to everyrole.Together we aim to deliver an excellent patient centric service usinginnovative technology consistent with modern general practice.

Job responsibilities

The following are thecore responsibilities. There may be on occasion, a requirement to carry outother tasks; this will be dependent upon factors such as workload and staffinglevels:

Generaladministration, IT, and secretarial cover-

Competentin using EMIS WEB, PRISM and other computer software systems.

Assiststaff with IT issues and report outstanding IT issues to lead Administratorand/ or LHIS help desk.

Referpatients to the appropriate service using the PRISM referral system andsecretarial referral directory keeping an accurate record in the medicalrecord.

Havea good understanding of and adhere to GDPR regulations the data protectionact.

ProvideAd-hoc cover for the administration team. Adhere to administration protocols toensure correct processing of patient data and documents. (inc. documentmanagement, scanning, attaching, and coding protocols)

Performall administration duties to a consistently high standard. Ensure high qualityscanning and accurate attachment of documents to the patient medical record;check a minimum of three identifying factors when attaching (e.g., DOB, NHSnumber, name, address etc.,)

Recordhousebound patients on the housebound list. Share the list equally amongst theGPs and notify them of newly added patients.

Notifyhousebound patient in advance of their visit date to ensure 3rdparties can be present as needed.

Recordthe arrival of medical records and summarise the patient problems in accordancewith the summarising protocol.

Supportthe administration lead with other general administrative task e.g., sending pre-diabetesand data searches which relate to care quality and practice funding.

Overseeadmin based DOAC searches and recall monitoring in preparation for medicationreviews with the pharmacist.

Twiceweekly prescription (known as PPA) administrative duties, ensuring all greenprescriptions are added to the spreadsheet and efficient stock take iscompleted.

Attendrelevant training to perform population reports and invite patients inaccordance with the current integrated recall system.

ResearchAssistant-

Provide administrative support andaudit programmes to evaluate and improve the effectiveness of research programmes: This includes:

Undertakeinitial care coordinator and research assistant training.

Applythese principles taking into account local priorities, health inequalitiesand/or population health management risk stratification. Work with, and understand the roles of, a variety of differentpeople working in the practice and across the Primary Care Network (includingDoctors, Nurses, Healthcare Assistants, Social Prescribing Link Workers,Physiotherapists, Physician Associates, Paramedics, Health and WellbeingCoaches, Podiatrists, Occupational Therapists and Pharmacy Technicians).

Provideadministrative support and audit programmes to evaluate and improve theeffectiveness of research programmes. This includes:

Invitepatients to join research studies.

Activerecruiting and maintaining a point of contact spreadsheet.

communicatingprogress to the research leads.

Usepopulation health intelligence to proactively identify and work with a cohortof patients in relation to current and ongoing research projects.

Understandhow to use the practice clinical systems to perform research related searchesand extract and manipulate this data.

Participatein clinical audits and research projects and implement changes as required,including the development, and updating of practice protocols, guidelines andprocedures locally; be aware of CQC (Care Quality Commissioner) standards whendeveloping or amending relevant policies.

Undertakerelevant training and develop the research administrator role.

Contributeto and embrace the spectrum of clinical governance.

Use clinical guidelines and promoteevidence-based practice and partake in clinical audits, significant eventreviews and other research and analysis tasks.

In addition to theprimary responsibilities-

Addmissing EMIS read codes on to patients records under supervision of the LeadAdministrator.

Supportthe delivery of QOF (Quality Outcomes Framework), incentive schemes, QIPP (QualityInnovation Productivity and Prevention) and other quality or cost effectivenessinitiatives.

Maintaina clean, tidy, effective working area at all times.

Attenda formal appraisal every 12 months. Once a performance/training objective hasbeen set, progress will be reviewed on a regular basis so that new objectivescan be agreed.

Completemandatory training

as instructed by the Education Manager

Communicatewith the wider practice team as required to ensure quality care for patient acrossthe services.

Toassist in establishing, developing, and maintaining protocols.

Anyother reasonable duties delegated by the admin lead and Business/ PracticeManager.

Undertakeany tasks consistent with the level of the post and the scope of the role,ensuring that work is delivered in a timely and effective manner.

Dutiesmay vary from time to time without changing the general character of the postor the level of responsibility.

Generic Responsibilities- Full job description available on request

Person Specification

Experience

• Experience with EMIS clinical system, an understanding of NHS referral processes and ability to work independently and as part of a team
• Experience of working in NHS

Qualifications

• Excellent English language skills, both written and verbal
• Strong attention to detail and accuracy
• NVQ 3 in administration

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.