Administrator @ GP Practice in Wales

Job summary

We are looking to recruit a friendly, enthusiastic and motivated Care Navigator to join our busy GP Practice team.

This is an exciting opportunity for someone who enjoys working with people and thrives in a fast-paced environment. The role combines both reception and administrative duties, offering variety and the opportunity to develop a broad range of skills within primary care. No two days are the same, and you will play a vital role in ensuring patients receive the right support and access to the most appropriate services.

The successful candidate will be involved in a wide range of reception, administrative and clinical support duties, including the management of patient enquiries, clinical correspondence, digital requests and routine healthcare administration. The role requires excellent communication skills, attention to detail and the ability to work effectively both independently and as part of a team.

As one of the first points of contact for our patients, the successful candidate will be expected to provide a professional, courteous and efficient service whilst always maintaining confidentiality.

Main duties of the job

This is a varied role and duties will include, but are not limited to:

Reception & Patient Contact

• Answering incoming telephone calls and assisting patients with enquiries.
• Greeting patients and visitors in a professional and welcoming manner.
• Booking, cancelling and amending appointments.
• Signposting patients to the most appropriate healthcare professional or service.
• Managing patient requests and queries.

Patient Administration

• Processing patient registrations and updating patient records.
• Managing incoming and outgoing correspondence, including emails.
• Scanning and work flowing clinical correspondence.
• Summarising and coding patient records in accordance with practice procedures.
• Assisting clinicians and the wider practice team with administrative tasks.

Clinical Administration & Digital Services

• Managing the Clinical Enquiries Inbox and actioning requests in line with practice protocols.
• Processing and allocating blood test results and other clinical workflow tasks.
• Processing online Fit Note (Med3) requests.
• Managing Subject Access Requests.
• Processing online requests received through MGC's digital services.
• Assisting with diabetic recall and administrative processes associated with long-term condition management.
• Supporting the referral process and liaising with hospitals and other healthcare providers.
• Processing private work requests.

About us

Meddygfa Glan Cynon is a friendly, supportive and forward-thinking training and teaching practice located in the heart of Mountain Ash, serving the communities of the Cynon Valley. We are proud of our reputation for delivering high-quality, patient-centred care while maintaining a positive, collaborative and enjoyable working environment for all members of the team.

Our clinical team consists of five experienced GP Partners, Salaried GPs, Practice Nurses, Healthcare Assistants, Clinical Pharmacists and a wider multidisciplinary team. We foster a culture of teamwork, mutual respect and open communication, where everyone's contribution is valued and professional development is actively encouraged.

As an accredited teaching practice, we are heavily involved in both undergraduate and postgraduate medical education. Clinicians have opportunities to participate in teaching, mentoring and supervision activities, alongside developing their own specialist interests and clinical skills.

We operate from modern, well-equipped premises using EMIS Web and benefit from strong administrative and clinical support systems. We are committed to clinician wellbeing and work-life balance, with a working day aligned to BMA recommendations, a manageable approach to workload and a culture that recognises the importance of supporting one another.

Job description

Job responsibilities

This is a varied and rewarding role that combines reception, administrative and patient support responsibilities. As one of the first points of contact for patients, you will play a key role in helping people access the right care and support whilst contributing to the smooth day-to-day running of the Practice.

Duties will include

• Welcoming patients and dealing with enquiries in person and by telephone.
• Booking and managing appointments.
• Care navigation and signposting patients to the most appropriate service.
• Managing patient requests and correspondence.
• Processing online consultations and patient requests.
• Managing the Clinical Enquiries Inbox.
• Processing test results and allocating blood test workflows.
• Processing online Fit Note (Med3) requests.
• Supporting diabetic recall and long-term condition administration.
• Scanning and work flow clinical correspondence.
• Summarising and coding patient records.
• Supporting referrals and liaison with external healthcare providers.
• Processing private work requests and associated administration.
• Maintaining accurate records and ensuring confidentiality at all times.

What We Are Looking For

We are seeking someone who

• Has excellent communication and customer service skills.
• Is confident using IT systems and learning new software.
• Can work efficiently in a busy environment.
• Has strong organisational skills and attention to detail.
• Is able to work both independently and as part of a team.
• Demonstrates professionalism, compassion and discretion.

Previous NHS, healthcare or GP Practice experience is desirable but not essential, as full training will be provided.

What We Offer

• Full training and ongoing support.
• Opportunities to develop skills within Primary Care.
• A friendly and supportive working environment.
• The opportunity to make a real difference to patients' experiences.
• Additional hours and overtime opportunities may be available to cover annual leave, sickness absence and periods of increased demand.

Additional Information

There are currently no antisocial hours or weekend working requirements.

Applications will remain open until a suitable candidate is appointed. We reserve the right to close this vacancy early should sufficient applications be received or a suitable candidate be identified. Previous applicants need not apply.

If you are approachable, organised and committed to delivering outstanding patient service, we would love to hear from you.

Person Specification

Qualifications

Essential

• Good standard of education, including English and Mathematics.

Desirable

• Administrative or customer service qualification.

Additional Criteria

Essential

• Personal Qualities
• Friendly, professional and approachable manner.
• Ability to work as part of a team.
• Flexible and adaptable approach to work.
• Commitment to providing excellent patient care and customer service.
• Ability to maintain confidentiality and professionalism at all times.

Desirable

• n/a

Experience

Essential

• Experience working in a customer-facing environment.
• Good communication and interpersonal skills.
• Good IT and keyboard skills.
• Ability to work accurately under pressure.
• Excellent organisational and time-management skills.

Desirable

• Previous NHS, GP Practice or healthcare experience.
• Experience using EMIS Web or a similar clinical system.
• Previous reception and administration experience.
• Experience of medical coding, summarising or workflow management.
• Experience processing referrals, private work or clinical correspondence.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

GP Practice in Wales

Address

Meddygfa Glan Cynon Surgery

Ty Calon Lan

Oxford Street

MOUNTAIN ASH

Mid Glamorgan

CF45 3HD

United Kingdom

Employer's website

https://gpwales.co.uk (Opens in a new tab)