Administrative Assistant

General Practice is extremely busy and we are expanding our Administration Team. We are seeking an enthusiastic, motivated person to join our friendly Practice who is committed to assist in providing the highest quality of care to our patients.

You must possess good oral and communication skills along with a knowledge of general office duties, General Practice experience is desirable but not a necessity, and you will have a pleasant and helpful manner and work well as part of a team.

You will work as part of our hardworking Administration Team to support the day-to-day running of a busy Practice. You will have a desire to develop your skills. Please see job description for other requirements.

Reports to: Office Manager/Practice Manager

Hours: 37-hours (full-time) – Monday to Friday

The post holder’s hours will be during the opening times 8.00am to 6.00pm, Monday to Friday. These hours may be subject to alteration by prior consultation. The post holder may also be asked to change starting or finishing times to cover sickness and holidays when necessary.

Job Summary: To provide administrative support and services to all members of the Practice Team.

Job Responsibilities: Will include the following and depending on the post holder’s skills duties may be allocated to individuals.

• Greet patients upon their arrival at the Main Reception Desk, assist with any enquiries, hand out prescriptions, process new registrations, check patients in for appointments and deal with minor complaints – e.g. GP surgery running late

• Deal with calls from patients requiring appointments, home visits, enquiries, messages for clinical staff in accordance with Practice procedures

• Ensure all GP and Hospital correspondence is scanned and filed in relevant patient’s computerised records

• Ensure New Patient Registration and Change of name/address forms are completed correctly and input on to database where required

• Ensure all patient clinical records, are returned to Practitioner Services for any patients who are deceased, removed or transferred out from Practice List

• Ensure importing of computerised clinical records for new patients are summarised in accordance with Practice Policy

• Assist with production of prescriptions in accordance with Practice Policy

• Assist with medication reviews in respect of the Prescribing Champion procedure

• Assist with the input of accurate data on the Practice database in accordance with Practice Policy – e.g. summarising of medical records

• Assist with setting recalls and invites to Chronic Disease Clinics by Text Message or letter.

• Assist with the typing of referrals to secondary care services along with medical reports and invoices

• Assist with a neat and orderly filing system

• Ensure immunisations are input accurately into patients record as per Practice procedures

• Record details of all mail sent out from Hawkhill Medical Centre and take mailbags to the Post Office

• Participate in Team Huddles

• The post holder will from time-to-time be required to perform duties other than those given in the Job Description for the post. The particular duties and responsibilities attached to the post may vary from time-to-time without changing the character of the duties or the level of responsibility entailed.

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 in this Job Description, the post holder may have access to confidential information relating to patients and their carers, Practice Staff and other Health Care 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 health care workers or the business of the Practice may only be divulged to authorised persons in accordance with 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 ways that manages 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 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 holder’s role

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 recognises the importance of people’s 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 regular 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 recognise 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

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

Job Type: Full-time

Pay: £22,010.56-£23,241.92 per year

Benefits:

• Company pension
• Free parking

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 2 years (required)
• Administrative experience: 2 years (required)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 26/04/2024
Reference ID: HMC0424/A&C
Expected start date: 03/06/2024