Administrator - Shared Administration Team

Clinical Administrator - Shared Administration Team

20 hours per week (Wednesday 10:00-15:00, Thursday 09:30-17:30, Friday 09:30-17:30.)

£12.21 per hour

We offer membership to the NHS Pension Scheme, BUPA Cash Plan and an Employee Assistance Programme.

References, a Disclosure and Barring Service (DBS) check and completion of an occupational health questionnaire will be required for this post.

Mowbray Square Medical Centre is a purpose-built site shared between Strayside Health and The Spa Surgery. Together, the two practices form the Mowbray Square Primary Care Network (PCN).

Each Practice have their own team of GPs, Nurses, Pharmacists, Managers and Receptionists. These are supported by well-organised and professional teams who provide services to both practices within the Mowbray Square PCN.

We are seeking to recruit a part-time administrator to join our shared administration team. This is an exciting opportunity to join a dynamic, busy administration team in modern, purpose-built premises.

We are looking for a motivated individual to support our clinicians to deliver high quality patient focused care.

You will be working within the shared administration team, being responsible to the Shared Teams Manager.

This role is office based and primarily not patient facing. Training will be given on all aspects of the role as required.

Main responsibilities within the shared administration team:

• To provide an efficient service for GPs as required. This includes the timely and accurate production of patient invite letters, sending these to patients using a variety of communication methods including SMS/email and letter. This will include but is not limited to patient's due long term condition reviews, ad hoc and regular blood tests, and immunisations.
• To deal with tasks from GPs in a timely and appropriate manner.
• To establish and maintain filing and administrative systems so that information is easily accessible and secure.
• To file patient records and correspondence in patient medical records
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
• Produce correct blood forms in a timely manner.
• Process the clinical EDI links for newly registered and deducted patients.
• Process paper medical records for newly registered and deducted patients.
• To ensure appropriate consent is requested before patient data is released to third parties.

Team Responsibilities

• To support other members of the shared administration team to ensure timescales are achieved.
• Ensure agreed protocols are followed and feedback where potential improvements can be made.
• Attend team meetings.
• Encourage and maintain collaborative working with all other teams within Mowbray Square.
• Patient data is held in line with agreed protocols.
• Flexibility around working hours - at times the needs of the service mean staff are asked to cover their colleagues. We try to minimise how often we ask staff to do this, but flexibility is a requirement of this job.

Confidentiality:

• While 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
• 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 Mowbray Square 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.

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 within MSMC.
• Communicate effectively with patients and carers.
• Recognise people’s needs for alternative methods of communication, 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.

EDUCATION /QUALIFICATIONS

• Educated to GSCE level including Maths and English C/6 or above - essential
• Secretarial Qualification - desirable

KNOWLEDGE & EXPERIENCE

• Knowledge of Primary Care and GP Practices - desirable
• Experience of clerical/data type work - essential
• Experience of medical record terminology/summarising - desirable
• Knowledge of the SystmOne computer system - desirable

DEMONSTRABLE SKILLS IN

• Keyboard skills - essential
• Computer Literacy - Microsoft Word/Outlook - essential
• Problem Solving - essential
• Organisational skills - essential
• Attention to detail - essential
• Methodical approaches to work - essential
• Excellent written communication skills - essential
• Working well under pressure - essential
• Prioritising multiple tasks - essential
• Willingness to adapt to change - essential
• Self-motivation - essential

ADDITIONAL

• Flexibility around working hours - essential

At times the needs of the service mean staff are asked to cover their colleagues. We try to minimise how often we ask staff to to this, but flexibility is a requirement of this job.

Job Types: Part-time, Permanent

Pay: £12.21 per hour

Expected hours: 20 per week

Benefits:

• Company pension
• Cycle to work scheme
• Private medical insurance
• Sick pay

Schedule:

• Day shift
• No weekends

Work Location: In person

Application deadline: 01/07/2025