About this role
Job summary
We are looking to fill a part-time vacancy, 20 hours per week with a 30 minute unpaid lunch break.
The hours and days are fixed 20 hours over 3 days
You will learn various duties across the admin team to offer extra support where needed. The role will adapt and change overtime with additional duties and will require some flexibility to cover annual leave and sickness, sometimes at short notice.
Main duties of the job
You will undertake a wide range of secretarial and administrative duties, support patients to get the care they need in a kind, sensitive, efficient and flexible manner. Offer support to the clinical team to work effectively and efficiently and communicate this to patient's on their behalf.
About us
Birley Health Centre is an extremely busy surgery. We are always striving for ways to improve our services and provide the best possible care for our patients.
You will be work closely alongside GP's, Healthcare Assistants, Nurses, Reception and the Admin teams.
We aim to create a supportive and rewarding environment for our colleagues while making a meaningful difference to the health and wellbeing of our patients and community.
Job description Job responsibilities
Your main duties will be
Patient Records & Data Management
Retrieve, redact, print, copy and send patient records in response to Subject Access requests, ensuring compliance with GDPR and Data Protection requirements.
Ensure records are sent to requesters in the agreed format and within required timescales.
Retrieve, return and file paper records as required, maintaining strict alphabetical order and organisation.
Ensure that correspondence, reports, results and other documentation are filed promptly and accurately in the correct records.
Keep patient records neat, tidy and in good repair, with all required information recorded clearly on the outer cover.
Monitor email inboxes and other electronic communication systems to ensure timely handling and appropriate filing of information.
Ensure all QOF-related data is recorded accurately and submitted in line with Practice procedures.
Administrative Support
Provide general administrative support to the clinical and administrative teams in areas including:
Cytology
Pathology results
Referrals (including 2 Week Waits)
Immunisations
Summarising hospital records
Create and maintain spreadsheets and logs as required.
Provide flexible support to cover absence within the administrative team and undertake other office duties as requested by management.
General Administrative Support
Support the administrative team by providing cover during absence.
Monitor and maintain accuracy in patient records and data entry processes.
Ensure a high standard of quality in coding and administrative duties.
CONFIDENTIALITY
The post holder will have access to confidential information relating to patients, 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's 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's Health & Safety Policy.
They must maintain awareness of infection control practices and ensure a clean, safe working environment in line with health and safety policies.
TRAINING
The post holder will participate in mandatory training, annual performance reviews, and audits related to Practice activities, ensuring they remain up to date with all required competencies and practices.
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 people's rights, interpreting them in a way that is consistent with the Practice procedures and policies and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Person Specification
Qualifications Desirable
- Educated to GCSE Maths and English Grade C/4 standard or equivalent
Experience Essential
- Fantastic organisational skills - Good communication skills, both verbal and written - Self-motivated - Strong IT skills - Excellent multitasking ability
Desirable
- Experience on Microsoft Office. - Experience working within the NHS - Experience working on clinical systems such as SystmOne or Lexacom
Employer details Employer name Birley Health Centre
Address 120 Birley Lane
Sheffield
S12 3BP
United Kingdom
Employer's website https://www.birleyhealthcentre.co.uk/ (Opens in a new tab)