Job summary An opportunity has arisen for an Administrator to join our Administration Team across Brunel 5 - Abbey Meads Medical Practice, Victoria Cross Surgery & Eldene Surgery. We are looking for someone to work part time but full time will be considered for the right applicant. Main duties of the job The successful candidate will have excellent communication skills, and must be flexible, reliable and be able to support with annual leave cover. Previous experience working within a GP practice is preferred and knowledge of SystmOne would be an advantage, however full training will be provided. The job includes: Managing document workflow Clinical coding Monitoring and Processing administration emails Sorting and processing incoming post Supporting with QOF Supporting with recall process Supporting with vaccination campaigns About us The practice culture is encouraging, supportive, forward thinking and there is a commitment to continually improving the quality of healthcare focusing on its patients. The Practice offers the following: SystmOne clinical system NHS Pension 4 weeks annual leave (pro-rata) Supportive induction period Date posted 31 January 2025 Pay scheme Other Salary £13.25 to £13.78 an hour Contract Permanent Working pattern Full-time, Part-time Reference number A0752-25-0000 Job locations Abbey Meads Medical Practice Elstree Way Swindon SN25 4YZ Eldene Surgery Colingsmead Swindon SN3 3TQ Victoria Cross Surgery Victoria Road Swindon SN1 3BU Job description Job responsibilities Purpose of the Job: To provide administrative support to the doctors and health professionals with document management and clinical coding. You will work within our team of administrators and data coders to support Job responsibilities:- Process all correspondence according to the agreed protocols and action as appropriate to ensure safe and efficient patient care File and workflow letters, correspondence, discharge summaries and other documentation Complete actions requested in correspondence as appropriate and/or ensure they are completed by the appropriate team member Read coding information such as BP recordings, height, weight and smoking status to the patients record in the relevant clinical system Accurately code patient medical records Transfer relevant data from clinical correspondence and input into patient electronic record Identify urgent or complex documentation and ensure this is dealt with in line with protocols, for example, safeguarding documentation Identify and refer clinical and administrative actions as necessary Ensure compliance with coding guidelines Maintain data integrity at all times Support Care Coordinators with Long Term Condition Recalls. Support the PCN5 with QOF 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 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 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 Be willing to support colleagues on reception in times of need and as requested by the practice management team (Practice & Business Manager, PA, Operations Manager, Reception Supervisors) Willing to undertake any necessary training on reception to enable continuity of service Undertake Data entry 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 Breach of this confidence may result in dismissal. Health & Safety: The post holder will be expected to promote the safety and well being of staff and patients, as defined in the practice Health and Safety Policy, and will report any untoward occurrences or concerns. The post holder will ensure that patients, other staff and members of the public are not put at risk by any omission or action on their part. General: The above duties are neither exclusive nor exhaustive and the post holder may be required to take on other duties as appropriate to the role The Senior Partner/Practice & Business Manager reserve the right to amend this job description in consultation with the post holder. Job description Job responsibilities Purpose of the Job: To provide administrative support to the doctors and health professionals with document management and clinical coding. You will work within our team of administrators and data coders to support Job responsibilities:- Process all correspondence according to the agreed protocols and action as appropriate to ensure safe and efficient patient care File and workflow letters, correspondence, discharge summaries and other documentation Complete actions requested in correspondence as appropriate and/or ensure they are completed by the appropriate team member Read coding information such as BP recordings, height, weight and smoking status to the patients record in the relevant clinical system Accurately code patient medical records Transfer relevant data from clinical correspondence and input into patient electronic record Identify urgent or complex documentation and ensure this is dealt with in line with protocols, for example, safeguarding documentation Identify and refer clinical and administrative actions as necessary Ensure compliance with coding guidelines Maintain data integrity at all times Support Care Coordinators with Long Term Condition Recalls. Support the PCN5 with QOF 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 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 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 Be willing to support colleagues on reception in times of need and as requested by the practice management team (Practice & Business Manager, PA, Operations Manager, Reception Supervisors) Willing to undertake any necessary training on reception to enable continuity of service Undertake Data entry 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 Breach of this confidence may result in dismissal. Health & Safety: The post holder will be expected to promote the safety and well being of staff and patients, as defined in the practice Health and Safety Policy, and will report any untoward occurrences or concerns. The post holder will ensure that patients, other staff and members of the public are not put at risk by any omission or action on their part. General: The above duties are neither exclusive nor exhaustive and the post holder may be required to take on other duties as appropriate to the role The Senior Partner/Practice & Business Manager reserve the right to amend this job description in consultation with the post holder. Person Specification Qualifications Essential GCSE grade A to C in English and Maths Experience Essential Organisational skills Ability to work under pressure Confident and mature outlook Ability to work on own initiative Good communication, written and oral, presentation skills Attention to detail IT and keyboard skills Ability to follow and give instructions carefully Understanding of the need to maintain absolute confidentiality Clear understanding of the importance of health and safety in the workplace Flexibility Adaptability Desirable Experience of working in a GP practice TPP SystmOne knowledge Knowledge of Clinical Coding Knowledge of QOF Person Specification Qualifications Essential GCSE grade A to C in English and Maths Experience Essential Organisational skills Ability to work under pressure Confident and mature outlook Ability to work on own initiative Good communication, written and oral, presentation skills Attention to detail IT and keyboard skills Ability to follow and give instructions carefully Understanding of the need to maintain absolute confidentiality Clear understanding of the importance of health and safety in the workplace Flexibility Adaptability Desirable Experience of working in a GP practice TPP SystmOne knowledge Knowledge of Clinical Coding Knowledge of QOF 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 Victoria Cross & Eldene Surgery Address Abbey Meads Medical Practice Elstree Way Swindon SN25 4YZ Employer's website https://victoriacrosssurgery.co.uk/ (Opens in a new tab)