practice manager Northampton, England
Job description
Eleanor Cross Healthcare
Job description - Practice Administrator
REPORTS TO: The Practice Manager (Administratively)
HOURS: 20-25 hours per week
Monday to Friday 13.00-17.00 with one longer day
Job Summary
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team
Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies, including the use of the electronic referral service (ERS).
Job Responsibilities
The following are the core responsibilities of the medical 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
- Medical Referrals
- Medical secretarial work
- 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 / solicitor’s letters and DVLA forms
- Process incoming e-test results, ensuring they are referred to the relevant clinician
- Read code data on SystmOne
- 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
In addition to the primary responsibilities, the medical administrator may be requested to:
- Partake in audit as directed by the audit lead
- Produce meeting agendas and record the minutes of meetings
- Support reception staff, providing cover during staff absences
- Book appointments
- Complete opening and closing procedures
- As required support reception in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
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 count’s and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their Carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
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.
Service Delivery
Staff at Eleanor Cross Healthcare 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.
Equality , Diversity & Inclusion
A good attitude and positive action towards ED&I creates an 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.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise people’s needs for alternative methods of communication and respond accordingly
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.
Contribution to the Implementation of Services
The post-holder will:
- Apply Practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Professional Conduct
- At Eleanor Cross Healthcare, 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.
- 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
Person Specification
Qualifications
Essential
Educated to GCSE level or equivalent
Desirable
GCSE Mathematics & English (C or above)
Experience
Essential
Experience of working with the general public
Desirable
Experience of administrative duties
Experience of working in a health care setting
Skills
Essential
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 & Organising)
Ability to work as a team member and autonomously
Good interpersonal skills
Problem solving & analytical skills
Ability to follow policy and procedure
Desirable
EMIS / SystmOne / Vision user skills
Personal Qualities
Essential
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
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 Types: Part-time, Permanent
Part-time hours: 20-25 per week
Salary: £10.42-£11.00 per hour
Benefits:
- Company pension
- Sick pay
Schedule:
- Monday to Friday
Application question(s):
- Do you have GP practice experience?
Work Location: In person
Reference ID: ADMJUL22
