Job summary The post holder will be responsible for undertaking a range of administrative duties to support the multidisciplinary team. Duties can include but are not limited to, scanning all clinical correspondences, data entry, processing emails actioning and management. The post holder must work as part of a team and have the ability to organise and prioritise their own workload on a day to day basis. Main duties of the job Scanning / Data Entry Administration: To ensure that all clinical correspondence is scanned accurately and promptly. To enter clinical data into the practice clinical computer system (Systmone) as directed. To undertake or assist with any ad-hoc administrative duties. Collect post from administration and reception Scan clinical correspondence into Systmone Distribute and scan Electronic Discharge Notifications (EDNs) as required Check for emergency care plan patients to make doctors aware Enter clinical data into Systmone as directed / required Resolve any queries and problems concerning scanned correspondence Liaise with IT Helpdesk to resolve any technical problems relating to scanning Attend and contribute to meetings, eg Workflow / Staff Undertake or assist with any ad-hoc administrative duties/projects Process electronic emails and action appropriately Support telephones where necessary Any other administrative duties, as the business needs About us Consett Medical Centre is a patient focussed GP Practice that strives to provide the highest level of patient care, not only clinically but also administratively. We provide GP services to approximately 17,000 and have a fantastic staff team of 54. Date posted 30 October 2024 Pay scheme Other Salary £11.94 an hour Contract Permanent Working pattern Full-time Reference number A1368-24-0008 Job locations Station Yard Consett County Durham DH8 5YA Job description Job responsibilities Scanning / Data Entry Administration: To ensure that all clinical correspondence is scanned accurately and promptly. To enter clinical data into the practice clinical computer system (Systmone) as directed. To undertake or assist with any ad-hoc administrative duties. Collect post from administration and reception Scan clinical correspondence into Systmone Distribute and scan Electronic Discharge Notifications (EDNs) as required Check for emergency care plan patients to make doctors aware Enter clinical data into Systmone as directed / required Resolve any queries and problems concerning scanned correspondence Liaise with IT Helpdesk to resolve any technical problems relating to scanning Attend and contribute to meetings, eg Workflow / Staff Undertake or assist with any ad-hoc administrative duties/projects Process electronic emails and action appropriately Support telephones where necessary Any other administrative duties, as the business needs 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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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, free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children 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 recognises 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 that 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 and revalidation. 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 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 Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate These duties may be changed from time to time, dependent on the needs of the practice, if appropriate, training and instruction will be given. Job description Job responsibilities Scanning / Data Entry Administration: To ensure that all clinical correspondence is scanned accurately and promptly. To enter clinical data into the practice clinical computer system (Systmone) as directed. To undertake or assist with any ad-hoc administrative duties. Collect post from administration and reception Scan clinical correspondence into Systmone Distribute and scan Electronic Discharge Notifications (EDNs) as required Check for emergency care plan patients to make doctors aware Enter clinical data into Systmone as directed / required Resolve any queries and problems concerning scanned correspondence Liaise with IT Helpdesk to resolve any technical problems relating to scanning Attend and contribute to meetings, eg Workflow / Staff Undertake or assist with any ad-hoc administrative duties/projects Process electronic emails and action appropriately Support telephones where necessary Any other administrative duties, as the business needs 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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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, free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children 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 recognises 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 that 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 and revalidation. 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 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 Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate These duties may be changed from time to time, dependent on the needs of the practice, if appropriate, training and instruction will be given. Person Specification Qualifications Essential Qualifications Educated to GCSE level or equivalent Desirable Qualifications GCSE Mathematics & English (C or above) NVQ Level 2 in Health and Social Care Skills/Personal Qualities and Other Essential Skills Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Systmone Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure Personal Qualities Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Other requirements Disclosure Barring Service (DBS) check Experience Essential Experience Experience of working with the general public Desirable Experience of administrative duties Experience of working in a health care setting Person Specification Qualifications Essential Qualifications Educated to GCSE level or equivalent Desirable Qualifications GCSE Mathematics & English (C or above) NVQ Level 2 in Health and Social Care Skills/Personal Qualities and Other Essential Skills Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Systmone Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure Personal Qualities Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Other requirements Disclosure Barring Service (DBS) check Experience Essential Experience Experience of working with the general public Desirable Experience of administrative duties Experience of working in a health care setting 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 Consett Medical Centre Address Station Yard Consett County Durham DH8 5YA Employer's website https://www.consettmedicalcentre.co.uk/ (Opens in a new tab)