office administrator Andover, England
Job description
Job title
Administration Assistant
Line manager
Accountable to
Hours per week
25.5
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.
Generic responsibilities
All staff at The Andover Health Centre 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 that 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 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.
The Andover Health Centre 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
The Andover Health Centre Medical Practice will 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 The Andover Health Centre Medical Practice. 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, 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 working 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 they are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and passwords 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 4.6 weeks holiday’ leave each year and are 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:
- Triage document workflow
- Read Coding data on EMIS system. Extracting the required data from clinical correspondence and inputting the data into the patient’s electronic healthcare record and coding all secondary care (hospital) letters
- Monitoring patient call and recall systems
- Triage e-consults in conjunction with clinician
- Maintain effective security of data all times
- Support the team in the use of the clinical system
- Provide guidance in trouble shooting when requested
- Act as a liaison between the practice and manage all fault reporting
- Summarise patients notes when requested
- Collate the required data for reporting purposes
- Ensure new patient records are received electronically and imported onto the clinical system
- Process patient online applications as required
- Code results and upload data as required
- Assist in the administration and coding of safeguarding documentation ensuring timescales are met
- Call patients for baby and post-natal and maintain the pregnancy register
- Process requests for information i.e., SAR, insurance / solicitor’s letters and DVLA forms
Secondary responsibilities
In addition to the primary responsibilities, the Administration Assistant may be requested to:
- Partake in audit as directed by the audit lead
- To provide cover for members of the secretarial/admin and reception during periods of sickness and annual leave
- 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
Job Type: Part-time
Part-time hours: 25.5 per week
Salary: £13,816.92-£14,983.80 per year
Benefits:
- Canteen
- Company events
- Company pension
- Employee discount
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
- Store discount
Schedule:
- Day shift
Ability to commute/relocate:
- Andover: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
- English (preferred)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
Expected start date: 01/09/2023
