About this role
Job summary
We aim to provide safe, effective, accessible NHS Primary Care for people living in (or visiting) our practice area who choose to register with us, both at the surgery and, where medically needed, at home.
We strive for an excellent standard of clinical care for a range of core and extended medical services within our NHS contract, and referral to secondary care for investigation and further management as appropriate.
Main duties of the job
Responsible for processing, actioning and distributing incoming emails within required timescales, liaising with hospitals, community services, care homes and other healthcare providers.
Manage administrative enquiries including safeguarding concerns, death-related queries and patient transport requests, ensuring timely resolution.
Order and maintain clinical and office supplies, undertake regular stock takes and monitor equipment levels.
Register new patients, summarise and scan records, maintain accurate patient records, and input and code clinical information and correspondence on the clinical system.
Answer and direct telephone calls, respond professionally to enquiries, and support clinicians and the wider practice team with administrative tasks.
Monitor workflows to ensure tasks are completed accurately and efficiently.
Prepare meeting agendas, distribute documentation and produce minutes when required.
Manage clinician parking permits and administer the blood pressure machine loan service, maintaining accurate records and returns. Update staff mandatory training records via the online training portal.
Support practice projects and service improvement initiatives as directed by management. Maintain a clean, organised and effective working environment, ensuring compliance with practice procedures, data quality standards and information governance requirements.
Please email your CV with covering letter to [email protected]
About us
Western Road Medical Centre is a busy NHS GP practice serving approximately 18,000 patients.
At the practice, we continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Job description Job responsibilities
Part-Time Administrator
Weekly Hours 18 hours
Monday 9am - 3pm(no lunch break)
Tuesday9am - 3pm(no lunch break)
Friday9am - 3pm (no lunch break)
Role summary:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either via the telephone or in person.
To provide efficient, helpful, informative and supportive administration services to patients and members of the primary health care team.
Job responsibilities:
The following are the core responsibilities of an Administrator role. There may be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. It is not intended to be an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by the needs of the business.
Main Duties:
Processing, actioning and distributing incoming email and liaising with external agencies such as hospitals, community services, care homes and other health care providers within required timescales
Managing and responding to administrative enquiries (including safeguarding, death related queries and booking transport for patients) effectively, ensuring timely resolution wherever possible
Ordering clinical and office supplies as needed and as per practice requirements.
Registering new patients onto the clinical system in accordance with practice procedures
Summarising and scanning patient records onto the clinical system ensuring accuracy and completeness
Ensuring patient records are maintained to a high standard and comply with data quality requirements
Input and code patient information, correspondence and healthcare data onto patient records as required
Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
Monitoring and maintaining administrative workflows to ensure tasks are completed efficiently and accurately
Supporting clinicians and members of the practice team with general administrative tasks as requested
Preparing meeting agendas, distributing supporting documentation and producing accurate meeting minutes when required
Arranging car parking permits for clinicians, ensuring that valid permits are always registered
Undertaking regular stock takes as required by the practice including six monthly stock takes for accounting purposes
Deal with blood pressure machine requests, keeping records up to date and monitoring the return of blood pressure machines
Updating and maintaining staff members mandatory training records on the online training portal
Support practice projects and service improvements as requested by the management team
Maintaining a clean, tidy, effective working area at all times
Other Duties:
Undertake any ad-hoc tasks and provide support and colleague cover as requested by the practice manager or the line managers
Complete mandatory training modules in timely manner
Provide cover for colleagues during periods of annual leave, sickness absence or exceptional workload
Where necessary, advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same
Process payments and issue receipts in line with practice procedures
Adhere to all practice policies, protocols and procedures
Ambulance/transport bookings as per protocol.
Person Specification
Experience Essential
Experience of Microsoft Office software Experience of dealing with the public/patients
Desirable
Experience of working in a administration environment Experience of working in General Practice Experience of telephone switchboard operation Experience of computerised clinical system - Emis Web
Qualifications Essential
English GCSE Level C or equivalent A demonstrable commitment to professional development
Knowledge/Skills; Qualities/Attributes; Other Essential
3. Knowledge/Skills Excellent numeracy skills Excellent keyboard and computer skills Excellent communication skills 4. Qualities/Attributes An understanding, acceptance and adherence to the need for strict confidentiality Ability to use own judgment, resourcefulness and common sense Ability to work without direct supervision and determine own workload priorities Ability to work as part of an integrated multi-skilled team Pleasant and articulate Able to work under pressure Able to work in a changing environment Able to use own initiative
Desirable
Flexibility of working hours/ able to work at the desired times
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 Western Road Medical Centre
Address 99 Western Road
Romford
Essex
RM1 3LS
United Kingdom
Employer's website https://westernroad.co.uk/ (Opens in a new tab)