Job summary We have the opportunity for someone to join our friendly and forward-thinking team. The main responsibilities of the post-holder will be to provide efficient, comprehensive and confidential administrative services to the practice. The exact role will depend on the successful candidates availability and experience. Main duties of the job The main responsibilities of the post-holder will be to provide efficient, comprehensive and confidential administrative services to the practice. The exact role will depend on the successful candidates availability and experience. About us We are a friendly teaching practice providing primary care services in Bristol. We strive to provide an excellentclinical and administrative service to our patients with ourhardworking team. We are a practice in the centre of Westbury on Trym in a new purpose-built building serving our community. Currently we have in the region of 12,000 patients registered. Westbury On Trym is situated in the heart of Northwest Bristol. This is a beautiful area of the city for families and professionals and there is an above-average elderly population. This gives the practice an interesting mix. It is a lovely place to live and work if you are considering moving to the area. The premises are owned by the partnership and are modern, purpose-built and inviting to staff and patients alike. You will be supported by our excellent reception manager and the whole practice team is here to help. There is a strong team ethos within the practice and it is very important to the partners that this is maintained and developed. Continuous training and development are important and encouraged. We are committed to a patient-centred methodology and have an open and friendly approach. We work well as a team and offer a full range of primary care services to patients. This is reflected in our vision and values: W orking together O pen and honest T argeting sustainability P atient-centred C ommunity focused C ompassionate Vision: Excellent Healthcare Delivered with Compassion Date posted 23 January 2025 Pay scheme Other Salary £12 an hour Hourly rate will increase in April 25 Contract Permanent Working pattern Part-time Reference number A0363-25-0000 Job locations Westbury Hill Bristol BS9 3AA Job description Job responsibilities Patient Recall responsibilities Use the practice recalls software to produce a list of patients who are due a chronic disease review in their Birthday month. Support the lead in the training of and sending of the required number of recall invitations to patients. This may be via, phone call, text, letter or e-mail. Ensure invites are coded correctly on medical records Ensure time sensitive recalls are carried out efficiently Support clinical enquiries and team members with queries Vaccination recalls as required Workflow Optimisation Code all incoming letters Direct incoming letters as appropriately Request tests Code and manage discharge summaries Correctly scan and file incoming documents and establish and maintain filing and administrative systems. General Administrative duties Communicate with other health care professional to ensure seamless patient care Engage with patients in a friendly and professional manner while actively listening to their requests To provide additional cover for members of the administration team during periods of sickness and annual leave wherever possible Flexibility to complete ad-hoc duties as and when required across all services. To make and receive internal and external telephone calls from staff, patients and external agencies. To ensure that messages received are appropriately signposted and actioned. To be flexible in the role to work/cover other roles to support the demand of the services. To be fully conversant with all local policies and procedures and to adhere to them. Ability to produce clinical letter and undertake audits as directed by the management team Support team members with day-to-day IT troubleshooting. In addition to the above the post holder will be required from time to time to work additional hours as the business requires, this includes urgent reception cover and vaccination clinic cover, for example, during the flu season. Job description Job responsibilities Patient Recall responsibilities Use the practice recalls software to produce a list of patients who are due a chronic disease review in their Birthday month. Support the lead in the training of and sending of the required number of recall invitations to patients. This may be via, phone call, text, letter or e-mail. Ensure invites are coded correctly on medical records Ensure time sensitive recalls are carried out efficiently Support clinical enquiries and team members with queries Vaccination recalls as required Workflow Optimisation Code all incoming letters Direct incoming letters as appropriately Request tests Code and manage discharge summaries Correctly scan and file incoming documents and establish and maintain filing and administrative systems. General Administrative duties Communicate with other health care professional to ensure seamless patient care Engage with patients in a friendly and professional manner while actively listening to their requests To provide additional cover for members of the administration team during periods of sickness and annual leave wherever possible Flexibility to complete ad-hoc duties as and when required across all services. To make and receive internal and external telephone calls from staff, patients and external agencies. To ensure that messages received are appropriately signposted and actioned. To be flexible in the role to work/cover other roles to support the demand of the services. To be fully conversant with all local policies and procedures and to adhere to them. Ability to produce clinical letter and undertake audits as directed by the management team Support team members with day-to-day IT troubleshooting. In addition to the above the post holder will be required from time to time to work additional hours as the business requires, this includes urgent reception cover and vaccination clinic cover, for example, during the flu season. Person Specification Qualifications Essential Excellent MS Office skills (Excel & Word) and confident in the use of IT Ability to communicate effectively and professionally both in writing & verbally together with an excellent telephone manner Ability to prioritise competing demands with excellent organisation skills. Attention to detail and problem-solving skills Ability to work in a small team and be a team player Confident, positive outlook with a can-do attitude Strong record keeping skills Ability to multitask Experience of dealing with people, to maintain a high level of care Self-motivated and conscientious Ability to work in a busy office Previous administration experience Desirable Emis & Docman experience desirable but not essential Part Time Hours Essential Please ensure your hours availability is included in your application. Person Specification Qualifications Essential Excellent MS Office skills (Excel & Word) and confident in the use of IT Ability to communicate effectively and professionally both in writing & verbally together with an excellent telephone manner Ability to prioritise competing demands with excellent organisation skills. Attention to detail and problem-solving skills Ability to work in a small team and be a team player Confident, positive outlook with a can-do attitude Strong record keeping skills Ability to multitask Experience of dealing with people, to maintain a high level of care Self-motivated and conscientious Ability to work in a busy office Previous administration experience Desirable Emis & Docman experience desirable but not essential Part Time Hours Essential Please ensure your hours availability is included in your application. 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. Employer details Employer name Westbury on Trym Primary Care Centre Address Westbury Hill Bristol BS9 3AA Employer's website http://www.westburysurgery.co.uk/ (Opens in a new tab)