Job Title: Patient Care Administrator Reports to: Senior and Middle Management Team Direct Supervision: Reception Supervisor Hours: 37.5 hours per week Job Summary: The Admin Office Assistant & Patient Care Administrator provides essential administrative support to the Practice Manager and Management Team, ensuring the smooth operation of management services at Clarence Medical Centre. This role also serves as a first point of contact for patients, assisting with appointments, inquiries, and prescription requests. The post-holder will contribute to the efficiency of the practice by handling administrative, reception, and data management duties while maintaining high levels of professionalism and confidentiality. Administrative Support: Undertake assigned administrative tasks as requested by management, ensuring timely completion and reporting back within agreed timeframes. Assist with campaign administration and audit/report-based work as required by management. All reception duties as well as any data input duties required by the surgery. Patient Care & Reception Duties: Appointment Scheduling: Process same-day and future appointments, handling phone and in-person inquiries efficiently. Visit Coordination: Manage requests for home or onsite visits and liaise with healthcare professionals for scheduling. Patient Interaction: Welcome patients, confirm appointments, and guide them through consultations. Reception Support: Cover reception duties as needed, answering phone calls, assisting with patient inquiries, and directing calls appropriately. Data Entry & Record Management: Update patient details in the system and manage medical records. Input and manage data related to Results, INR, Scanning, QOF, and Enhanced Services. Ensure accurate and secure data entry, adhering to confidentiality policies. General Office Support: Dictate outgoing correspondence where necessary to improve efficiency. Assist in stocking clinical rooms and maintaining supplies. Maintain building security by understanding door, window, and alarm procedures. Assist with any additional tasks assigned by the management team. Qualifications & Skills: Education: GCSE or equivalent; training in healthcare administration is a plus. Experience: Previous experience in a healthcare or customer service setting is preferred. Technical Skills: Proficiency in computers, software, appointment systems, and general office applications. Communication Skills: Strong interpersonal and communication skills for effective patient and staff interactions. Attention to Detail: High accuracy in handling patient records, scheduling, and prescription processing. Personal Attributes: Professional & Courteous: Maintain a calm and patient-focused approach. Organised & Efficient: Ability to handle multiple tasks while maintaining smooth workflow. Team-Oriented: Works well with colleagues, offering support when needed. Adaptable: Able to adjust to changing priorities in a fast-paced healthcare environment. Confidentiality & Compliance: Maintain strict confidentiality of patient information and practice operations. Ensure compliance with health & safety, infection control, and data protection regulations. Report risks and health hazards promptly and take appropriate action. 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 other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly. Personal Development and responsibilities: To take responsibility for own developmental learning and performance. To undertake training as required including mandatory and statutory training, core skills training and ongoing developmental training. Assess own learning needs and undertake learning as required. To recognise and understand the roles and responsibilities of the whole primary health care team. To strive to maintain quality within the practice and to alert other team members and line manager to issues of quality and risk. To asses own performance and take accountability for own actions, either directly or under supervision. To contribute to the effectiveness of the team by reflecting on own and teams performance and making suggestions to improve and enhance activities. To work effectively with individuals in external agendas to meet patient needs. To effectively manage own time, workload and resources. 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 This job description is intended as an outline of the general areas of activity in which the post holder will be expected to participate. It may be reviewed and amended according to the Practice. Changes will be undertaken in discussion with the post holder.