Administrator

Job description

Job responsibilities

Job responsibilities:

Management of medical records

• Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to

• Ensure correspondence, reports, results etc. are filed in correct records

• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

• Summarising correspondence and medical records

• Patient deductions

Administrative support

• Provide administrative support to members of the primary health care team in the following areas ensuring practice records are kept up to date where appropriate:-

• Cytology

• Pathology results

• Immunisation recalls

• Scanning of documentation

• Requests for copies of medical records from patients and solicitors

• Registering of new patients

• Read Coding information into patients medical records

• Medical reports for Insurance companies etc

• Incoming post including Royal Mail and hospital

• Electronic letters (EDIs)

• Provide cover and support to Secretarial Team

• Incoming and outgoing emails

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

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines

• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

• Making effective use of training to update knowledge and skills

• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

• Actively reporting of health and safety hazards and infection hazards immediately when recognised

• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

• Undertaking periodic infection control training (minimum annually)

• Reporting potential risks identified

• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

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 teams 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

• Recognize peoples needs for alternative methods of communication and respond accordingly

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

Person Specification

Qualifications

• GCSE grade A to C in English and Maths
• Minimum of 1 year in administration preferably in a medical environment.
• Knowledge (Desirable)
• The basics of how a GP Practice functions
• Use of SystmOne although training will be given to the successful candidate
• Coding (Read Coding)
• Experience of using AI software in a medical setting
• GDPR and Data Protection Act 2018.
• Basic Health & Safety within the workplace.
• Skills (Essential)
• Excellent IT skills, particularly proficient in Word, Excel, and Outlook
• Excellent verbal, written communication.
• Excellent organisation including the ability to manage workload and prioritise effectively.
• Excellent interpersonal skills.
• Ability to work collaboratively at all levels.
• Ability to work independently using own initiative.
• Effective team player.

• Skills (Desirable)
• Transferrable skills from a previous employment with similar expectations

Employer details

Employer name

St Luke’s Primary Care Centre

Address

Timken Way South

Duston

Northampton

NN5 6FR

United Kingdom

Employer's website

https://www.stlukesprimarycarecentre.co.uk/