Administration Assistant Birmingham, England
Job description
Job description and person specification
Job title
Administration Assistant
Line manager
Admin Manager
Accountable to
Practice Manager & Partners
Hours per week
Part Time/Full Time
Job summary
To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include but are not limited to supporting the administration and receptionist teams with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.
To support staff with 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.
Key Responsibilities:
- Provide reception services, including answering telephone calls, greeting patients and directing them to appropriate services
- Process patient registrations and maintain accurate patient records
- Liaise with clinical staff, external agencies and other healthcare professionals
- Assist with the management of the appointment system, including scheduling and rescheduling of appointments
- Support the practice in data entry and data quality assurance
- Manage incoming and outgoing correspondence
- Manage the practice's filing system, both electronically and manually
- Assist with financial administration, including processing invoices, petty cash and banking
- Maintain stock levels of office and clinical supplies and equipment
- Provide administrative support for the practice's quality improvement activities
Mission statement
Welcome to Iridium Medical Practice, a modern and forward-looking GP practice located in the east of Birmingham looking after approximately 20000 patients. Our practice is committed to providing high-quality medical care to our patients, using the latest technologies and innovative medical practices.
At Iridium Medical Practice, we understand the importance of staying up-to-date with the latest developments in the medical field. That's why we use cutting-edge technology to provide our patients with the best possible care. From online booking and video consultations to electronic prescriptions, we strive to make healthcare as convenient and accessible as possible for our patients.
Our team of highly skilled and experienced healthcare professionals is dedicated to providing personalized care to every patient who walks through our doors. We believe that a patient-centered approach is essential to providing effective medical care, which is why we take the time to understand the unique needs of each patient and develop a customized treatment plan to meet their specific needs.
At Iridium Medical Practice, we are committed to providing exceptional care to our patients in a warm and welcoming environment. We believe that healthcare should be accessible to everyone, and we strive to make this a reality through our commitment to innovation and excellence.
Iridium Medical Practice is proud to be a
1- Research Active Practice
2- GP Teaching & Training Practice
3- Safe Surgery Accredited
4- Family Planning Services are offered here to registered as well as non-registered patients
Generic responsibilities
All staff at Iridium Medical Practice have a duty to conform to the following:
Equality, Diversity and Inclusion
A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons – it improves operational effectiveness, it is morally the right thing to do and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the:
- Health and Safety at Work Act 1974
- Environmental Protection Act 1990
- Environment Act 1995
- Fire Precautions (workplace) Regulations 1999
- Coronavirus Act 2020
- Other statutory legislation which may be brought to the post holder’s attention
Confidentiality
The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.
It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.
Quality and Continuous Improvement (CI)
To preserve and improve the quality of the organisation’s outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.
The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.
Iridium Medical Practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Induction training
Iridium Medical Practice will be provide a full induction programme.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in and complete mandatory training as directed by Practice Manager. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate
The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).
The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.
Collaborative working
All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.
Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery
Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.
Plans and outcomes by which to measure success should be agreed.
Managing information
All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.
Data should be reviewed and processed using accurate SNOMED codes to ensure easy and accurate information retrieval for monitoring and audit processes.
Service delivery
Staff will be given detailed information during the induction process regarding policy and procedure.
The post holder must adhere to the information contained within the organisation’s local policies and regional directives, ensuring protocols are always adhered to.
Security
The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.
Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.
Professional conduct
All staff are required to dress appropriately for their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all their staff are afforded the opportunity to take a minimum of 28 days’ leave each year and should be encouraged to take all their leave entitlement.
Public holidays will be calculated on a pro-rated basis dependent on the number of hours worked.
Primary key responsibilities
The following are the core responsibilities of the Administration Assistant. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Manage call/recall process for the practice
- Process incoming and outgoing mail
- File and store records as required
- Photocopy documentation as required
- Process and distribute incoming faxes
- Process changes to patient registration, deduction of record and new patient registration
- Input data into the patient’s healthcare records as necessary
- Answer incoming phone calls, transferring calls or dealing with the callers’ requests appropriately
- Welcome patients and visitors to the organisation, directing requests appropriately
- Maintain a clean, tidy, effective working area at all times
- Support all clinical staff with general administrative tasks as requested
Secondary responsibilities
In addition to the primary responsibilities, the Administration Assistant may be requested to:
- Partake in audit as directed by the audit lead
- Support reception staff, providing cover during staff absences
- Book appointments
- Complete opening and closing procedures in accordance with the duty rota
- There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels
Person specification – Administration Assistant
Qualifications
Essential
Desirable
GCSE Mathematics & English (C or above) or equivalent
✓
NVQ Level 2 in Health and Social Care
✓
Experience
Essential
Desirable
Experience of working with the general public
✓
Experience of administrative duties
✓
Experience of working in a healthcare setting
✓
Skills
Essential
Desirable
Excellent communication skills (written and oral)
✓
Strong IT skills
✓
Clear, polite telephone manner
✓
Competent in the use of Office and Outlook
✓
Effective time management (planning and organising)
✓
Ability to work as a team member and autonomously
✓
Good interpersonal skills
✓
Problem solving and analytical skills
✓
Ability to follow policies and procedures
✓
EMIS/SystmOne/Vision user skills
✓
Personal qualities
Essential
Desirable
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
Essential
Desirable
Willingness to work flexible hours when required to meet work demands
✓
Disclosure Barring Service (DBS) check
✓
Access to own transport and ability to travel across the locality on a regular basis, including to visit people in their own home
✓
Notes:
The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation and the individual.
All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organi
Job Types: Full-time, Permanent
Salary: £7.44-£11.50 per hour
Benefits:
- Company events
- Company pension
- Flexitime
- Language training provided
- On-site parking
- Wellness programme
Flexible Language Requirement:
- English not required
Schedule:
- 8 hour shift
- Flexitime
- Monday to Friday
Supplemental pay types:
- Performance bonus
- Yearly bonus
Ability to commute/relocate:
- Birmingham, B33 8TA: reliably commute or plan to relocate before starting work (preferred)
Work Location: One location
Expected start date: 20/03/2023
