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GP Administrator London, England

Wide Way Medical Centre

Full Time London, England 21450 GBP ANNUAL Today

Job description

Senior Administrator job description & person specification

Job Title

Administrator

Line Manager

Assistant Manager

Accountable to

The Partners

Hours per week

Job Summary

To ensure all administrative duties are performed effectively and to the required standard, meeting the objectives of the practice. Support the management team in promoting ED&I, SHEF, Quality & CI, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and carry out other duties as directed by the management team.

Generic Responsibilities

All staff at Wide Way Medical Centre have a duty to conform to the following:

Equality, Diversity & Inclusion (ED&I)

A good attitude and positive action towards ED&I creates and environment where all individuals are able to 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 you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your 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 and other statutory legislation.

Confidentiality

This practice 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 at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, 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 practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care 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.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Assistant Practice Manager.

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 and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at Wide Way Medical Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At Wide Way Medical Centre, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 28 days leave each year, and should be encouraged to take all of their leave entitlement.

The primary and secondary responsibilities for this role are detailed overleaf.

Primary Responsibilities

The following are the core responsibilities of the administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

Processing incoming and outgoing mail
File and store records as required
Photocopy documentation as required
Action all incoming faxes
Process calling letters as requested
Data entry of new and temporary registrations and relevant patient information
Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
Process referrals to external agencies such as secondary care
Input data into the patient’s healthcare records as necessary
Action GP2GP tasks
Process referrals using the electronic referral system (ERS)
Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
Process incoming e-test results, ensuring they are referred to the relevant clinician
SNOMED code data on EMIS web.
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
Manage all administrative queries as necessary
Carry out system searches as requested
Maintain a clean, tidy, effective working area at all times
Support all clinical staff with general administrative tasks as requested
Process all DNA letters in accordance with current protocol

Secondary Responsibilities

In addition to the primary responsibilities, the senior medical administrator may be requested to:

Deputise for the Assistant Practice Manger during periods of absence
Partake in audit as directed by the audit lead
Coordinate and produce meeting agendas and record the minutes of meetings
Support administrative staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
Identify and provide team training where required
Produce, maintain and participate in the duty rota for opening and closing procedures
Support the Practice Manager in the maintenance of the practice website and social media accounts
Support the Assistant Practice Manager in the reviewing and updating of the Practice Information Leaflet (PIL)
Monitor and promote the use of the Friends and Family Test
As required support the Patient Services Manager in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

The person specification for this role is detailed below:

Person Specification – Administrator

Qualifications

Essential

Desirable

Educated to GCSE level or equivalent

GCSE Mathematics & English (C or above)

AMSPAR Qualification

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 health care setting

Experience of leading a team

Skills

Essential

Desirable

Excellent communication skills (written and oral)

Strong IT skills

Clear, polite telephone manner

Competent in the use of Office and Outlook

EMIS user skills

Effective time management (Planning & Organising)

Ability to work as a team member and autonomously

Good interpersonal skills

Problem solving & analytical skills

Ability to follow policy and procedure

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

Flexibility to work outside of core office hours

Disclosure Barring Service (DBS) check

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Job Type: Full-time

Salary: £21,450.00 per year

Schedule: