Job summary Are you a highly motivated individual driven by care and compassion? Do you thrive in a fast-paced environment and enjoy making a positive impact on people's lives? If so, we have the perfect opportunity for you Main duties of the job Key Responsibilities: Manage patient appointments and schedules efficiently Handle administrative tasks with precision and attention to detail Provide excellent customer service to patients and visitors Support the medical staff with various administrative duties Maintain accurate records and documentation Requirements: Strong organisational and multi-tasking skills Excellent communication and interpersonal abilities Compassionate and patient-focused approach Proficiency in administrative software and tools Previous experience in a healthcare setting is a plus About us West Quay Medical Practice isdedicated to providing comprehensive and compassionate healthcare to our community. As a general practice, we offer a wide range of medical services, from preventive care and routine check-ups to the management of chronic conditions. Our team of experienced and caring professionals is committed to delivering personalized care tailored to each patient's unique needs. We strive to build long-term relationships with our patients, ensuring they receive the highest quality of care in a supportive and friendly environment. Date posted 27 March 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time, Part-time Reference number A5060-Admin-001 Job locations The Health Centre Victoria Road Hartlepool TS26 8DF Job description Job responsibilities The following are the core responsibilities of the data administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: 1. Welcome patients and visitors to the Practice, directing requests appropriately 2. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately 3. Receiving of patient samples and processing as per protocol 4. Book appointments, maintain and monitor the Practice appointment system 5. Process incoming and outgoing mail 6. Initiating contact with and responding to, requests from patients, team members and external agencies 7. Process referrals to external agencies such as Secondary Care using the electronic referral system (ERS) 8. Process and support patient call and recall systems 9. File and store records as required 10. Input data into the patients healthcare records as necessary 11. Scanning of patient related documentation and attaching scanned documents to patients healthcare records 12. Extracting the required data from clinical correspondence and coding the data into the patients electronic healthcare record on TPP SystmOne Clinical System 13. Manage all queries (including administrative queries) as necessary in an efficient manner 14. Monitor and maintain the work areas ensuring a clean, tidy, effective working area at all times 15. Support all clinical staff with general tasks as requested 16. The processing of changes to patient registration, deduction of record and new patient registration 17. Support all clinical staff with general administrative tasks as requested 18. Maintain effective security of data all times 19. Assist with fault reporting 20. Ensure new patient records are received electronically and imported onto the clinical system 21. Summarise patients notes when requested 22. Process patient online applications as required 23. Process requests for information i.e., SAR, Insurance/Solicitors letters and DVLA forms In addition to the primary responsibilities, the medical administrator may be requested to: a. Partake in audit as directed by the Practice Manager b. Support admin team, providing cover during staff absences c. Complete opening and closing procedures in accordance with the duty rota d. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. Job description Job responsibilities The following are the core responsibilities of the data administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: 1. Welcome patients and visitors to the Practice, directing requests appropriately 2. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately 3. Receiving of patient samples and processing as per protocol 4. Book appointments, maintain and monitor the Practice appointment system 5. Process incoming and outgoing mail 6. Initiating contact with and responding to, requests from patients, team members and external agencies 7. Process referrals to external agencies such as Secondary Care using the electronic referral system (ERS) 8. Process and support patient call and recall systems 9. File and store records as required 10. Input data into the patients healthcare records as necessary 11. Scanning of patient related documentation and attaching scanned documents to patients healthcare records 12. Extracting the required data from clinical correspondence and coding the data into the patients electronic healthcare record on TPP SystmOne Clinical System 13. Manage all queries (including administrative queries) as necessary in an efficient manner 14. Monitor and maintain the work areas ensuring a clean, tidy, effective working area at all times 15. Support all clinical staff with general tasks as requested 16. The processing of changes to patient registration, deduction of record and new patient registration 17. Support all clinical staff with general administrative tasks as requested 18. Maintain effective security of data all times 19. Assist with fault reporting 20. Ensure new patient records are received electronically and imported onto the clinical system 21. Summarise patients notes when requested 22. Process patient online applications as required 23. Process requests for information i.e., SAR, Insurance/Solicitors letters and DVLA forms In addition to the primary responsibilities, the medical administrator may be requested to: a. Partake in audit as directed by the Practice Manager b. Support admin team, providing cover during staff absences c. Complete opening and closing procedures in accordance with the duty rota d. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. Person Specification Qualifications Essential Educated to GCSE level or equivalent Experience of working with the general public Experience of establishing effective office administrative systems Working with Microsoft Office Excellent communication skills (written and oral) Excellent IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Accuracy and attention to detail Ability to maintain confidentiality Ability to follow policy and procedure Polite and confident Flexible and co-operative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Desirable GCSE Mathematics & English (C or above) NVQ Level 2 in Health and Social Care Experience of working in a medical environment Systmone user skills Able and willing should the need arise to cover colleagues who are absent due to holiday or illness Person Specification Qualifications Essential Educated to GCSE level or equivalent Experience of working with the general public Experience of establishing effective office administrative systems Working with Microsoft Office Excellent communication skills (written and oral) Excellent IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Accuracy and attention to detail Ability to maintain confidentiality Ability to follow policy and procedure Polite and confident Flexible and co-operative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Desirable GCSE Mathematics & English (C or above) NVQ Level 2 in Health and Social Care Experience of working in a medical environment Systmone user skills Able and willing should the need arise to cover colleagues who are absent due to holiday or illness 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 Drs Koh & Trory Address The Health Centre Victoria Road Hartlepool TS26 8DF Employer's website https://drskohandtrory.co.uk/ (Opens in a new tab)