REPORTS TO:Deputy Practice Manager in Charge of Admin

Leys Health Centre (K84031)

JOB DESCRIPTION

JOB TITLE:Administrator

REPORTS TO:Deputy Practice Manager In Charge Of Admin

Job Summary:

To provide administrative support and services to the Practice within the Admin team.

Role-specific job responsibilities:

Tranche 1 activities – supporting the Deputy Practice Manager

(approx. 10 hours per week)

-Orderingand responsibility for all non-medical supplies an equipment, dealing with deliveries, optimising costs and stock levels

-Managing practice equipment including maintaining records, arranging maintenance and calibration

-Organising training and maintaining training records (e.g. BLS, mandatory training)

-Supporting the Deputy Practice Manager with patient-facing communication (e.g. PPG meetings (including arrangements and actions), keeping Practice information up to date (e.g. website, leaflets, etc)

Tranche 2 activities – Assisting the Admin team with its current work

(approx. 10 hours per week)

Managing correspondence & communication

Openingand distributing, physical or electronic post according to practice guidelines including identifying, recording and managing requests for chargeable work.
Distributing some patient-related information to clinicians and putting it onto the practice’s clinical system, including hospital letters, test results, discharge documents and other hard-copy or electronic items
Assisting with patient and staff queries by phone , email or in person.
Occasionally scanning or uploading correspondence if necessary.

Patient Recall processes

Set up (with support) and run computer system searches to send out individual or bulk correspondence to patients e.g. flu jab invites, asthma review invitations. This may be by post, email, SMS or other media.
Update computer system(s) to record the correspondence sent. Manage any returned mail and replies.
Data entry, importing, or uploading of a patient-related information onto the practice’s clinical system

Managing patient notes

Recording arrival, filing away and retrieval of patient notes

Invoicing & credit control

Record chargeable work requested, and monitor to ensure timely completion and invoicing
Produce invoices for chargeable work, and other invoices as requested.
Under the direction of the Finance Manager to undertake basic credit control, & liaison with other organisations, to ensure that all monies due to the practice are received

Tranche 3 activities – supporting the Practice Manager

(approx. 10 hours per week)

Managing and maintaining certain staff records particularly annual leave
Filtering Practice Manager’s correspondence and dealing with certain items according to agreed guidelines
To take on routine building matters including fault reporting, safety checks, cleaning audits
To act as Admin lead supporting the GPs and the practice on various topics including:
Prescribing - including setting up searches and supporting the Partner with responsibility for prescribing
Alerts – including management, response and distribution
Audit- including running and documenting (both cycles of) audits and supporting doctors with audits
Enhanced services – setting up and running reports, assisting with occasional reports and submissions (NB this is not Quest, CQRS, etc)
Significant events – indexing and managing reports, organising and documenting meetings
Acting as practice “social secretary”

All tranches - Other responsibilities

Occasionally, to assist other members of the admin team with routine tasks such as out of hours documents, post, lab results or any other administrative, clerical or support tasks as may reasonably be required of the postholder to support the Admin team, the Practice Manager, the Deputy Practice Manager and/or to contribute to the smooth running of the practice.

General Responsibilities

Confidentiality:

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, to 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 procedures, maintaining work areas in a tidy and safe way and free from hazards
Reporting potential risks identified

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 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 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
Ensure a clear record of tasks undertaken is made
Ensure that all documentation, information and filing is stored in anorganised, timely and appropriate way, on computer or as paper records,enabling ready access by other practice staff.
Production and maintenance of up-to-date procedure documentation

Communication:

The post-holder should be able to communicate effectively with other team members, other professionals, patients and carers, responding appropriately to people’s needs for alternative methods of communication.

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

JD Administrator Feb2016.doc