Shawbury Medical Practice
GP Practice Administrator
Due to new opportunities within our team, Shawbury Medical Practice is looking for an Experienced Practice Administrator to join our team. We are looking for a dynamic, motivated and proactive individual to join our friendly, busy practice.
We are a very supportive team who work together to ensure that our patients receive the best possible care and support, in a small semi-rural surgery on the outskirts of Shrewsbury. We are a full dispensing practice with around 4400 patients. We have seen a significant increase in the number of patient contacts that we are receiving and we are therefore looking to expand and enhance our very busy team, currently handling Patient Contact and Administrative tasks, across the practice.
No two days are the same and we are looking for a friendly and efficient team player, with good communication skills, patience and enthusiasm, who is looking to progress their career in the non-clinical aspects of General Practice.
Our team is highly motivated, friendly, very experienced and efficient and presently comprises GP Partners, salaried GPs, Practice Nurses, Administrative and Dispensary teams. The practice is CQC rated Good, with high QOF achievement and very positive patient feedback. We work with EMIS Clinical System, DocMan 10, Accurx and Digital Dictation.
Post Overview:
The general purpose of the Practice Administrator post, includes, but is not limited to:
* Being a part of the practice team providing patient-centred services for our patients, their families and our community.
* Being a key part of the practice’s Administrative Team – leading on and developing the administrative tasks and responsibilities undertaken within the team.
* Working with the Practice Manager and Administrative team to develop this post within the team – with a view to further enhancing our ‘patient experience’; the practice offer/provision; and updating, streamlining and developing current processes and practices.
Practical Details for the Post:
* Part Time / Full Time – within our core hours
* 25 days FTE Annual Leave per year + 8 days Statutory Leave Days (pro rata)
* Starting Hourly Rate – will be commensurate with experience
* Contribute to the Administration team’s holiday and sickness cover rota – which will require flexibility in hours/rota pattern across the week.
* Eligible for NHS Pension Scheme
About You
The successful candidate will have:
* The stamina, confidence and good sense of humour to succeed in working in a very supportive but very busy GP Surgery environment.
* Previous experience in general practice administration including:
o Prescriptions administrative processes
o Medical records summarising processes
o Medical / other coding systems and processes
o EMIS web clinical system
o Other GP administrative processes / duties e.g. Child Immunisations, new registrations, admin of external clinics held within the practice.
* The willingness and drive to develop this post, in partnership with the practice team – including gaining experience and knowledge suitable to the post.
* Problem solving, proactive approach to the role.
* Flexible, team working approach.
* The ability to work well under pressure as part of a rewarding but highly demanding role.
* Good organisational skills.
* Good IT / computer skills.
* Kind and patient approach with patients, colleagues and visitors.
Main Job Tasks and Responsibilities
Providing all practice administrative roles to the practice team – including, but not limited to:
* Administration
o Having a thorough knowledge of all practice procedures.
o To work in accordance with written protocols.
o Photocopying and general office duties as requested.
o Ensuring the office is kept re-stocked with the appropriate forms and equipment, to allow the smooth running of the practice.
o Periodically check emails/tasks and action them accordingly.
o To contribute to cover rota for Administrative Team (holiday / sickness).
* Appointments
o Dealing with all general enquiries, explain procedures and make new and follow-up appointments for patients.
* Medical records
o Retrieving and re-file records as required, using our off site storage facility.
o Ensuring correspondence, reports, results etc are filed promptly and in the correct electronic records, ensuring that all recent correspondence is available when patients are seen.
o Ensuring records are kept in good repair with all necessary information on the outside cover clearly visible.
o Shredding of confidential patient identifiable waste as per protocol.
* IT
o Entering patient information on to the computer as required.
o Ensuring that all new patients are registered onto the computer system promptly and accurately.
o Processing patients change of address promptly and accurately.
* Telephone
o Having a good working knowledge of the telephone system and arrangements for out of hours.
o Receiving and making telephone calls as required, ensuring accuracy of detail and prompt appropriate recording/action as necessary.
* Premises
o Ensuring the consulting rooms are prepared in readiness for each consulting session, check full range of forms and equipment are re-stocked as required.
o Ensuring the consulting rooms are checked at the end of each session and left tidy and secure.
o To contribute to the effective and efficient organisation of our waiting rooms and information displays.
* Working with others:
o Supporting all staff, including clinical staff, with general administrative tasks as requested.
o Providing and receiving sensitive communication (written, oral or electronic) where a degree of tact, diplomacy or sensitivity is required to be shown.
o Working with other staff and team members to develop this post.
o Contributing to the Administrative team’s sickness and holiday cover rota – which may require flexibility in hours/rota pattern across the week.
* Confidentiality:
o 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.
o 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.
o 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:
o The post-holder will promote and maintain 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 infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
+ Reporting potential risks identified.
* Equality and Diversity:
o 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:
o 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.
+ PLT Sessions.
+ Mandatory training as advised from time to time.
* Quality:
o 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:
o 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:
o 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 and Experience
Experience, Education and Competencies/Abilities Essential:
o Professional resilience and confidence.
o Ability to multi-task and not lose sight of priorities and workload.
o Ability to adapt to and respond to change.
o Ability to work effectively as part of a team.
o Ability to address inaccuracies quickly.
o Ability to maintain concentration over a period of time which may involve the frequent and prolonged use of IT equipment.
o Team player.
o Ability to work on own initiative with defined parameters, organising and prioritising own and others' work to given deadlines while also following policy and procedures.
o Ability to work flexibly providing cover to ensure that workload pressures and absences due to annual leave and sickness are covered appropriately.
o Ability to work under pressure.
o Experience in the use of MS Office and Outlook.
o Educated to GCSE/O Level Grade C or above in English and Mathematics.
o Excellent communication skills, with the ability to communicate with a wide range of people at all levels.
o Experience of working in an environment where there is a strict adherence to the need for strict confidentiality.
o Flexible and cooperative.
o Good interpersonal skills.
o High levels of integrity and loyalty.
o IT skills.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Job Types: Full-time, Part-time
Benefits:
o Company pension.
o Referral programme.
Schedule:
o Monday to Friday.
Work Location: In person
Application deadline: 07/12/2024
Reference ID: KAPA0824
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