Administrator

Allscreens Nationwide Ltd; South Dakota; On-site; USD 35,000 - 48,000; Full time

Job summary

Allscreens Nationwide Ltd is seeking an Administrative & Reception Support Assistant to provide flexible admin support across the practice, with a focus on medicines management and patient recalls. The role includes handling data, recalls, and reception duties while supporting the Pharmacist and clinical team.

Successful candidates will be highly organised, able to prioritise tasks, and comfortable using Excel and practice systems.

Qualifications

• Experience providing administrative support in a healthcare setting.
• Proficient in data entry and maintaining accurate records.
• Strong attention to detail and ability to handle confidential information.

Responsibilities

• Provide day-to-day administrative support to the Practice Pharmacist.
• Run searches to identify patients needing medication reviews and recalls.
• Invite, recall and book patients into appropriate appointments or clinics.
• Support BeCCoR, QOF and recall programmes within timescales.
• Monitor recalls and follow up patients as required.
• Assist with medicines management administrative tasks and checks on prescriptions.
• Maintain accurate patient lists, records and reports.
• Liaise with clinicians on outstanding actions and escalate clinical queries.
• Offer receptionist support when needed, including handling calls and front-desk enquiries.
• Use IT systems and Excel to create/refer basic reports and manage datasets.

Skills

Excel

Organisational skills

Attention to detail

Communication with patients

Tools

Microsoft Office

Job description

Job Description Administrative & Reception Support Assistant Role Purpose The Administrative & Reception Support Assistant will provide flexible support across the practice, with the role being predominantly administrative while also providing reception support when required. A key focus will be providing administrative support to the Practice Pharmacist and wider clinical team, particularly in relation to medicines management, patient recalls, BeCCoR and QOF work. The postholder will need to be organised, adaptable and confident managing different priorities, ensuring work is completed accurately and within required timescales.

Key Responsibilities

Working under the direction of the Practice Pharmacist and appropriate clinical staff, duties will include:

• Providing day-to-day administrative support to the Practice Pharmacist.
• Running searches and identifying patients requiring medication reviews, monitoring, tests or other follow-up.
• Inviting and recalling patients and booking them into appropriate appointments or clinics.
• Supporting BeCCoR, QOF and other practice recall programmes, ensuring searches and recalls are completed within required timescales.
• Monitoring outstanding recalls and following up patients where required.
• Supporting medicines management processes and associated administrative tasks.
• Carrying out appropriate administrative checks on prescriptions before they are forwarded to the Pharmacist for clinical review and signing.
• Identifying missing information or administrative discrepancies before prescriptions are passed for signing.
• Maintaining accurate records, spreadsheets, patient lists and reports relating to this work.
• Liaising with clinicians and colleagues regarding outstanding actions and escalating any clinical queries or concerns appropriately.
• The postholder will not be responsible for making clinical decisions or clinically authorising prescriptions.
• Clinical responsibility and prescription signing will remain with the Pharmacist or other authorised prescriber.

General Administration

As a flexible member of the team, the postholder will also:

• Undertake general practice administration and data entry.
• Produce and maintain spreadsheets, reports and worklists.
• Monitor administrative tasks and ensure work is completed within agreed timescales.
• Support other areas of the practice during periods of increased workload, staff absence or service demand.
• Assist with administrative projects and practice initiatives as required.
• Maintain accurate and confidential patient records.

Reception Support

Although the role is predominantly administrative, the post holder will remain part of the wider reception and administration team and will provide reception support as required, including:

• Answering telephone calls and dealing appropriately with patient enquiries.
• Booking, cancelling and rearranging appointments.
• Receiving patients and dealing with front-desk enquiries.
• Processing and signposting patient requests in accordance with practice procedures.
• Providing reception cover during busy periods, staff absence or as service needs require.
• Maintaining patient confidentiality and providing a professional and helpful service.

IT & Excel Skills

The post holder must be confident and efficient in the use of IT systems and Microsoft Excel, including:

• Creating and maintaining spreadsheets.
• Sorting and filtering data.
• Working accurately with patient lists and datasets.
• Tracking recall activity and outstanding work.
• Producing basic reports.
• Learning and using practice clinical and administrative systems.

Personal Qualities

The successful candidate will:

• Be highly organised and able to prioritise competing workloads.
• Be flexible and adaptable according to practice needs.
• Have excellent attention to detail.
• Be confident using Excel and other IT systems.
• Be able to work independently while recognising when matters need to be escalated.
• Communicate effectively with patients, clinicians and colleagues.
• Be comfortable working to deadlines and taking responsibility for monitoring outstanding tasks.
• Understand the importance of confidentiality and information governance.
• Work effectively as part of the wider reception and administration team.
• Understand and work within the boundaries of an administrative role, particularly when supporting medicines management.

Position Within the Practice Team

This is a predominantly administrative role with an element of reception support. It has been created to provide additional capacity within the practice, with particular responsibility for supporting the Pharmacist, medicines management, BeCCoR, QOF and patient recall work. The post holder will work flexibly across the practice and will also support reception when required. The balance of duties may change according to workload, contractual requirements and service needs.