We are a GP Practice in Central Swindon, looking to recruit enthusiastic and motivated Admin Assistants. With a growing practice population, we are keen to continue to develop our admin team across 3 sites within Swindon. The duties are diverse and include reception duties, preparing prescriptions, and generating referrals.
Training will be given in all aspects of the job, so the successful candidates will be keen to learn new skills and enjoy interacting with people. They must also be confident using IT.
Main duties of the job
We are looking for someone with excellent communication skills and a commitment to working as part of a strong and effective admin team. We are looking to recruit part-time staff. We are open Monday to Friday from 8am to 6.30pm. All of the Admin Team will be required to work shifts within these opening times and shifts that are rostered at least a month in advance.
About us
Whalebridge Practice is looking for an admin assistant to join their team, to work predominantly at Great Western Surgery but with the option to cover our 3 sites within Swindon. Ideally, the successful candidate will have previous admin experience.
The role is for 25-30 hours per week.
The successful candidate will be required to work shifts between 8am to 6.30pm Monday to Friday.
Job responsibilities
MAIN ROLE AND PURPOSE OF THE POST
This role is within the Clinical Admin Team, who support all aspects of patient care across the company. The Admin Assistant is a developmental role. They will be expected to develop the skills necessary to work in all aspects of the admin team.
Provide admin support to all clinical areas of the company.
Be a first point of contact for patients.
Assist patients to access the services that they need.
SPECIFIC RESPONSIBILITIES
The responsibilities described below are those of the clinical admin team.
Access
Answer the telephone as a priority and respond to the caller in an appropriate manner.
Man the reception desk. Book appointments, signpost to other services, and support patients' care.
Data Flow
Action all incoming data received through electronic transfer, e-mail, and post. Ensure that it is coded and reviewed by an appropriate clinician.
Action outgoing data through electronic transfer, e-mail, SMS message, or post.
Clinical Support
Action tasks from the clinical team.
Administer the recall system for patients with long-term conditions.
Monitor the uptake of all screening programmes and manage additional recalls as required.
Apply clinical coding to patient records as appropriate.
Update the Open Exeter system.
Monitor the childhood immunisation status of all children and liaise with the Child Health Department as necessary.
Maintain waiting lists of patients for specialist clinics and ensure that they are given appropriate appointments.
Outgoing Information
Ensure that referrals are processed in accordance with national timelines and liaise with the referral management centre as necessary.
Audio type patient referrals and submit them through the E-Referral system.
Deal with any referral queries from clinicians and patients.
Assist patients where necessary to make outpatient appointments.
Action requests for medical reports including liaising with patients to confirm consent is obtained and finance to confirm payment is received.
Action Subject Access Requests in line with GDPR legislation.
Action applications for registrations ensuring that patients provide all necessary information and are made aware of consent to share information and online access to records.
Action the transfer of patient records, electronically and in hardcopy.
Summarise hardcopy records to ensure the electronic record is complete.
Ensure that SystmOne is reconciled to PCSE through GPLinks.
Return hardcopy records to PCSE for patients who are no longer registered.
GENERAL RESPONSIBILITIES
Confidentiality
You shall comply with the General Data Protection Regulations when processing personal data for patients and staff.
You must be aware of the Caldicott Principles as they affect your work. You can address any questions in relation to this to your line manager.
Any data breaches should be reported immediately to the Data Protection Officer.
All enquiries from the media must be referred to a Director.
Health and Safety
All employees have a statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as soon as they are identified.
All staff must contribute to the management of risk. This requires them to assess the risk in all situations, take appropriate actions to mitigate any risks identified, and report all hazards, incidents, and near misses.
All buildings occupied by staff are non-smoking environments. No one may smoke or vape in the building. Staff who smoke or vape outside the buildings should cover their uniform.
Flexibility Statement
The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. It is intended to be flexible and subject to amendment in the light of changing circumstances and following consultation with the post holder.
Person Specification
Qualifications
* Received a basic education
* English Language GCSE at grade C or above or equivalent
* Hold ECDL or other IT qualification.
Experience
* Excellent keyboard skills
* Experience of working with Microsoft Office
* Understand patient confidentiality
* Experience of managing an e-mail account
* Be confident to speak to people both in person and on the telephone.
* Be non-judgemental
* Flexible and able to adapt to change
* Able to prioritise workload
* Demonstrate a commitment to personal development
* Have worked in a team
* Have experience of face-to-face or telephone contact with the public
* Experience of SystmOne or another clinical system
* Experience of audio typing
* Demonstrate an understanding of data protection
* Understand READ coding
* Have worked in a health setting
* Have a clinical background
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.
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