About this role
Job summary
To be responsible for undertaking a range of administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies.
Main duties of the job
The following are the core responsibilities of the medical 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
* Processing incoming and outgoing mail
* File, summarise and store records as required
* Photocopy documentation as required
* Action all incoming communications to the generic inboxes
* Data entry of new and temporary registrations and relevant patient information
* Scanning of patient related documentation and attaching scanned documents to patients healthcare records
* Input data into the patients healthcare records as necessary
* Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
* Code data on EMIS
* Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
* Manage all administrative queries as necessary
* Maintain a clean, tidy, effective working area at all times
* Support all clinical staff with general administrative tasks as requested
* Process all DNA letters in accordance with current protocol
About us
The Manor Practice is a GP practice in Sutton Coldfield based at two different sites. We have 5 GP Partners and maintain a list size of approximately 17,500 patients. We have a dedicated nursing team, comprising of Nurse Prescribers, ANPs, HCAs and Phlebotomists.
The practice is part of the Alliance of Sutton Practices PCN, with two neighbouring surgeries. As part of the PCN, we have access to Pharmacists (prescribing and non-prescribing), pharmacy technicians, care co-ordinators, social prescribers and First Contact Physiotherapists.
The practice has a continuous improvement culture. It supports staff to develop and learn new skills as desired and encourages ideas and innovative thinking to improve the experience of the patients and staff alike.
We believe ourselves to be a welcoming and enjoyable place to work and we look forward to welcoming a new member of the team.
Job description Job responsibilities
You will be part of a busy team, responsible for undertaking a range of administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies.
All staff at The Manor Practice have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. 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. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care 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.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the HR Manager & Administration Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at The Manor Practice must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At The Manor Practice staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take their entitled days leave each year, and should be encouraged to take all of their leave entitlement.
Person Specification
Knowledge and skills Essential
* Excellent communication skills (written and oral) * Strong IT skills * Clear, polite telephone manner * Competent in the use of Office and Outlook * EMIS / Docman user skills * 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 * 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 * Flexibility to work outside of core office hours * Disclosure Barring Service (DBS) check
Qualifications Essential
Educated to GCSE level or equivalent
Desirable
GCSE Mathematics & English (C or above) NVQ Level 2 in Health and Social Care
Experience Essential
Experience of administrative duties
Desirable
Experience of working with the general public 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.
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Employer details Employer name The Manor Practice
Address James Preston Health Centre
61 Holland Road
Sutton Coldfield
West Midlands
B72 1RL
Employer's website https://www.manorpracticeashfurlong.co.uk/ (Opens in a new tab)