Job summary To work in a busy administration team in a fast moving environment. Support colleagues and give training where necessary to work colleagues. Attention to detail is essential, documentation and accuracy are also essential. Knowledge of Emis Web software and previously worked in an NHS environment is preferable. Good telephone manner, knowledge of emails, Microsoft and scanning documents. Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies Main duties of the job The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Operations Manager/Business Manager, dependent on current and evolving Practice workload and staffing levels: Co-ordinating and supporting the administration team and secretaries, to run a smooth department. Deliver training to staff members when required. Oversee the departments workload and prioritise. Processing and distributing incoming (and outgoing) mail Scanning all paperwork, discharge letters, clinical letters and work produced in house to be added to patient medical notes. Answering telephone calls and giving blood results out to patients. Workflow and filing onto patient records. Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures Dealing with requests for medical reports, processing the information for the GP and liaising with patient and requesting bodies. Supporting the secretary, sending referrals onto other medical professionals. Booking ECG s. Recalling patients for reviews. Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning About us We are a rural dispensing GP Practice with just under 8,000 patients, covering local surrounding villages. We have 5 GP Partners, a nursing team, Admin team, dispensary team and reception team. Also a group of additional clinicians that work with ourselves and other practices in Rugeley, such as Paramedics, First contact Physiotherapists. Social Prescribers and Mental Health workers. It is a busy enviroment and all teams work great together and support one another. Date posted 03 January 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A5255-25-0000 Job locations Doctors Surgery Main Road Great Haywood Stafford ST18 0SU Job description Job responsibilities The purpose of the role is to: Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies Duties and Responsibilities: The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Operations Manager/Business Manager, dependent on current and evolving Practice workload and staffing levels: Co-ordinating and supporting the administration team and secretaries, to run a smooth department. Deliver training to staff members when required. Oversee the departments workload and prioritise. Processing and distributing incoming (and outgoing) mail Scanning all paperwork, discharge letters, clinical letters and work produced in house to be added to patient medical notes. Answering telephone calls and giving blood results out to patients. Workflow and filing onto patient records. Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures Dealing with requests for medical reports, processing the information for the GP and liaising with patient and requesting bodies. Supporting the secretary, sending referrals onto other medical professionals. Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning Confidentiality: 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 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, 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: 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 peoples 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 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 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 teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with all other team members Communicate effectively with patients and carers, adhering to GDPR and confidentiality protocol. Recognize peoples needs for alternative methods of communication and 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. Keep up to date on surgery training policies and procedures Job description Job responsibilities The purpose of the role is to: Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies Duties and Responsibilities: The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Operations Manager/Business Manager, dependent on current and evolving Practice workload and staffing levels: Co-ordinating and supporting the administration team and secretaries, to run a smooth department. Deliver training to staff members when required. Oversee the departments workload and prioritise. Processing and distributing incoming (and outgoing) mail Scanning all paperwork, discharge letters, clinical letters and work produced in house to be added to patient medical notes. Answering telephone calls and giving blood results out to patients. Workflow and filing onto patient records. Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures Dealing with requests for medical reports, processing the information for the GP and liaising with patient and requesting bodies. Supporting the secretary, sending referrals onto other medical professionals. Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning Confidentiality: 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 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, 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: 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 peoples 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 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 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 teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with all other team members Communicate effectively with patients and carers, adhering to GDPR and confidentiality protocol. Recognize peoples needs for alternative methods of communication and 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. Keep up to date on surgery training policies and procedures Person Specification Qualifications Essential GCSE Grade A to C in English and Maths Good computer skills Desirable Knowledge of Emis Web Experience Essential Emis Web experience preferred. Experience working within the nhs preferred. Desirable Experience in working in primary care Person Specification Qualifications Essential GCSE Grade A to C in English and Maths Good computer skills Desirable Knowledge of Emis Web Experience Essential Emis Web experience preferred. Experience working within the nhs preferred. Desirable Experience in working in primary care 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 Hazeldene House Surgery Address Doctors Surgery Main Road Great Haywood Stafford ST18 0SU Employer's website https://www.hazeldene.house-surgery.co.uk (Opens in a new tab)