We are looking for an Administration Assistant to support and work within our admin team, due to the upcoming retirement of one of our long-serving Administration Assistants. We value all our staff and offer some Agenda for Change terms and conditions.
We are a large, hardworking, friendly, and supportive practice based in Doncaster with a population of 16,500 patients.
The role is varied and requires significant administration experience, excellent prioritization and time management skills, a positive attitude towards working within the NHS and general practice, and a willingness to adapt to changing demands. You should enjoy a varied role, have excellent communication and IT skills, be proactive, and be able to problem solve.
You should be able to work well under pressure in a fast-paced environment.
Main duties of the job
This post is 37.5 hours per week, to be worked over 5 days, Monday to Friday.
Main duties of the job:
1. Deliver a high quality and efficient administration service, providing comprehensive admin/secretarial support to the practice team, including all doctors and health professionals/clinicians.
2. Handle admin duties such as working through workflow lists, tasks, letters, reports, and other clinical documents.
3. Work flexibly within this varied role.
About us
We are a 9-partner GMS teaching practice in Doncaster with a practice population of approximately 16,500 patients. Our team includes salaried GPs, GP registrars, nurse practitioners, Physician Associates, practice nurses, Health Care assistants, phlebotomists, and admin staff. We have a spacious, modern building.
Both formal and informal communication is an important part of the way our practice runs. The practice is a high QOF achiever and has an Outstanding CQC rating.
Job responsibilities
1. Provide an excellent and efficient administration service for our patients and the practice's growing clinical team.
2. Assist the admin team with all clerical and administrative duties.
3. Action tasks and workflow lists in a timely and efficient manner.
4. Review and prioritize workload to ensure all work is completed promptly.
5. Support and implement processes for improving efficiencies.
6. Make appointments and bookings as required.
7. Contact and liaise with hospitals and other agencies regarding patient care and appointments.
8. Support the management team in arranging meetings and take minutes as needed.
9. Assist with practice promotional material and displays for patient education.
10. Establish and maintain filing and administrative systems for easy access to information.
11. Retrieve medical records and assist with completion of medical/insurance records.
12. Action SAR requests for patient records.
13. Maintain the computer clinic system and referral pathways accurately.
14. Assist with gathering statistics and information for quality audits.
15. Provide cover for reception team members during sickness and annual leave.
16. Process all incoming and outgoing electronic mail.
17. Sort, scan, and attach incoming post for distribution.
18. Summarize new patient records and review medical histories.
19. Audit data collection standards and monitor patient call and recall systems.
20. Assist with clinician appointment planning and implementation.
Person Specification
Experience
* Previous administration role experience
* Experience in a busy office environment
* Strong IT skills, especially in Microsoft/Excel
* Good time management and organizational skills
* Ability to make decisions and prioritize workload
* Attention to detail and accuracy
* Confidentiality & GDPR knowledge
* Excellent communication skills, including via telephone and email
* Experience in Primary Care and healthcare settings
* EMIS user experience
* Familiarity with SNOMED codes and medical terminology
* Experience in a changing environment
* Previous secretarial experience
Qualifications
* English and Maths GCSE A to C or equivalent
* Personable and approachable
* Ability to work effectively under pressure
* Sensitive and empathetic
* Hardworking and reliable
* Self-motivated and resourceful
* Willingness to undertake further training or qualifications
* Familiarity with Microsoft 365 and SharePoint
* Digital Optimization qualifications
* Medical terminology knowledge
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and it will be necessary to submit a Disclosure to the Disclosure and Barring Service for any previous criminal convictions.
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