Job Description
Senior Administrator job description & person specification
Job Title
Administrator
Line Manager
Assistant Manager
Accountable to
The Partners
Hours per week
25
Job Summary
To ensure all administrative duties are performed effectively and to the required standard, meeting the objectives of the practice. Support the management team in promoting ED&I, SHEF, Quality & CI, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and carry out other duties as directed by the management team.
Generic Responsibilities
All staff at Wide Way Medical Centre have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I creates and 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.
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.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
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 counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Assistant Practice Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
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.
Service Delivery
Staff at Wide Way Medical Centre 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.
Professional Conduct
At Wide Way Medical Centre, 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.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 28 days leave each year, and should be encouraged to take all of their leave entitlement.
The primary and secondary responsibilities for this role are detailed overleaf.
Primary Responsibilities
The following are the core responsibilities of the 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
- 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 / solicitors letters and DVLA forms
- Process incoming e-test results, ensuring they are referred to the relevant clinician
- SNOMED code data on EMIS web.
- 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
Secondary Responsibilities
In addition to the primary responsibilities, the senior medical administrator may be requested to:
- Deputise for the Assistant Practice Manger during periods of absence
- Partake in audit as directed by the audit lead
- Coordinate and produce meeting agendas and record the minutes of meetings
- Support administrative staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
- Identify and provide team training where required
- Produce, maintain and participate in the duty rota for opening and closing procedures
- Support the Practice Manager in the maintenance of the practice website and social media accounts
- Support the Assistant Practice Manager in the reviewing and updating of the Practice Information Leaflet (PIL)
- Monitor and promote the use of the Friends and Family Test
- As required support the Patient Services Manager in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
The person specification for this role is detailed below:
Person Specification – Administrator
Qualifications
Essential
Desirable
Educated to GCSE level or equivalent
GCSE Mathematics & English (C or above)
AMSPAR Qualification
NVQ Level 2 in Health and Social Care
Experience
Essential
Desirable
Experience of working with the general public
Experience of administrative duties
Experience of working in a health care setting
Experience of leading a team
Skills
Essential
Desirable
Excellent communication skills (written and oral)
Strong IT skills
Clear, polite telephone manner
Competent in the use of Office and Outlook
EMIS user skills
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
Personal Qualities
Essential
Desirable
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
Essential
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 Type: Full-time
Salary: £21,450.00 per year
Schedule:
Ability to commute/relocate:
- London, CR4 1BP: reliably commute or plan to relocate before starting work (required)
Work Location: In person
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