CHERRYMEAD SURGERY

JOB DESCRIPTION
JOB TITLE: OFFICE ADMINISTRATOR
REPORTS TO: OFFICE MANAGER

HOURS: 25 HOURS PER WEEK

SALARY: £18000 per annum pro rata

Job Summary:

To provide administrative services to all patients.

Receive, assist and direct patients in a courteous, efficient and effective way.

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Job Responsibilities:

• Scanning and filing of documents received through EDT, post and brake and scan to notes
• Booking in and sorting of patient’s new records received from PCSE
• Printing and bagging of patients records going back to PCSE
• Registration and deduction of patients
• Processing referrals through ERS and manually as necessary
• Processing private work requests from patients
• Taking external and internal phone calls as necessary
• Processing tasks from the administration and personal task queue as necessary
• To communicate verbally, in writing or electronically with patients, practice team members and external organisations efficiently and courteously
• To address problems raised by patients and other agencies such as other healthcare providers, insurance companies, schools and statutory bodies
• Attend internal and external meetings and training sessions as required.
• Cover any additional duties that may reasonably arise from time to time
• Attend staff meetings and training sessions, or other meetings as appropriate for continuing development
• Enter data into patient’s records via Consultation Manager ensuring accuracy and compliance with current read code policy
• Extract information from clinical correspondence documents and enter into patients records using appropriate read codes
• Any other duties commensurate with skills and responsibilities and any other duties within the admin team to help cover in the absence of team members

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 holder’s role
• Undertaking periodic infection control training (minimum annually)
• 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

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 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
• Participate in audit where appropriate

Job Type: Part-time
Part-time hours: 25 per week

Salary: £20,319.00 per year

Benefits:

• Company events
• Company pension
• Free parking
• On-site parking
• Sick pay

Schedule:

• Monday to Friday

COVID-19 considerations:
We follow NHS England's infection control guidelines.

Ability to commute/relocate:

• High Wycombe: reliably commute or plan to relocate before starting work (required)

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Willingness to travel:

• 25% (required)

Work Location: In person

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