Senior Practice Administrator

NHS Jobs; Knowsley; On-site; GBP 24,000 - 30,000; Full time

Job summary

St Helens and Knowsley Teaching Hospitals NHS Trust is seeking a Senior Administrative Support to provide senior administrative support across allocated areas, ensuring tasks are completed accurately and on time while handling confidential information.

You will undertake patient records summarisation, process Subject Access Requests, assist with private medical reports and referrals, and support digital services and governance processes, contributing to a patient-centered trust environment.

Responsibilities

• Provide senior administrative support across allocated areas and ensure tasks are completed accurately and within required timescales.
• Monitor outstanding administrative tasks and follow through to completion.
• Handle confidential and sensitive information appropriately at all times.
• Undertake summarisation of patient medical records and ensure accurate entry and coding onto the clinical system.
• Ensure SARs are processed within required timescales and in line with procedures and legislation.
• Assist with private medical and insurance reports and related paperwork.
• Support referrals and patient pathways, identifying delays and escalating issues.
• Assist with patient-facing digital services where required.
• Support governance, compliance and quality activities and keep documentation up to date.
• Perform reception and telephone duties, signpost patients and maintain confidentiality.
• Provide team guidance and assist with training of administrative staff.

Job description

Main Duties and Responsibilities

Senior Administrative Support

Senior Administrative Support Provide senior administrative support Take responsibility for allocated administrative areas and ensure that work is completed accurately and within required timescales. Monitor outstanding administrative tasks and follow these through to completion. Deal with confidential and sensitive information appropriately at all times.

Patient Records and Summarisation

Undertake summarisation of patient medical records in accordance with practice procedures and agreed standards. Review incoming patient records and ensure relevant information is accurately entered and appropriately coded onto the clinical system. Ensure that important historical information is identified and recorded accurately. Maintain a high level of accuracy and confidentiality when working with patient records.

Subject Access Requests and Confidential Information

Assist with the administration and processing of Subject Access Requests (SARs). Ensure requests are dealt with within the required timescales and in accordance with practice procedures and relevant legislation. Liaise with patients and relevant staff regarding information requests where appropriate. Ensure confidential information is handled securely at all times.

Medical Reports and Private Work

Assist with the administration of private medical reports, insurance reports and other requests for medical information. Monitor requests and ensure that appropriate information is obtained from clinicians. Maintain records of outstanding reports and follow up where necessary. Assist with the administration of private fees and associated paperwork.

Referrals and Administrative Pathways

Assist with the administration and monitoring of referrals and other patient pathways as required. Ensure administrative actions arising from referrals are completed accurately and promptly. Liaise with clinical and administrative staff to resolve outstanding issues. Identify and elevate any significant delays or problems.

6. Digital Systems Use of Docman

Assist with patient-facing digital services where required.

Governance, Compliance and Quality

Provide administrative support for practice governance and compliance activities. Maintain accurate records and ensure documentation is kept up to date.

QOF, Enhanced Services

Ensure relevant information is collated accurately and within required deadlines. Help ensure that feedback from patients is appropriately recorded and communicated to the practice team. Assist with induction processes.

Reception and Telephone Duties

Answering incoming telephone calls and dealing with patient enquiries in a professional and helpful manner. Undertaking reception duties as required, including welcoming patients and dealing with routine enquiries. Checking patients in and out and assisting with the smooth running of the reception area. Signposting patients appropriately in accordance with practice procedures. Maintaining confidentiality and following practice policies and procedures at all times. Working flexibly across the practice to help maintain appropriate reception and administrative cover.

Team Support and Supervision

Provide guidance and support to administrative colleagues within delegated areas of responsibility. Assist with training and supporting staff in administrative processes and systems. Help ensure that agreed procedures are followed consistently. Lead or coordinate specific administrative tasks or projects when delegated.

Communication

Communicate professionally with patients, GPs, nurses, healthcare professionals, practice staff and external organisations. Deal appropriately with confidential, sensitive or potentially difficult enquiries. Maintain a calm and professional approach when dealing with challenging situations.

General Responsibilities

Maintain strict confidentiality in relation to patients, staff and practice business. Comply with practice policies, procedures and protocols. Participate in practice training, meetings and development activities as required. Undertake other reasonable duties appropriate to the seniority of the post. Work flexibly and contribute positively to the wider practice team. Promote a professional, patient-centred and supportive environment.

St Helens and Knowsley Teaching Hospitals NHS Trust