About this role
Job summary
This post is pivotal in ensuring patients are seen in the right place and at the right time, and the hubs, where services are provided, are running effectively and efficiently. The position will be based in the main hub, but will provide support across the whole service footprint.
Main duties of the job
To provide a comprehensive and confidential, reception support to SoliHealth services.
Be responsible for dealing with incoming referrals to the services and arranging patient appointments.
Main responsibilities:
Providing comprehensive administrative support.
Coordinating and scheduling both pre booked and same-day appointments for SoliHealth services
Regular direct and indirect contact with patients, carers and relatives
Liaising with external agencies and service, such as hospitals, GP surgeries and medical secretaries, Health Visitors, District Nurses and Pharmacies etc
Answering telephone calls on behalf of the team and dealing with patient enquiries in a polite and efficient manner, and resolving them where appropriate
Making own administrative decisions as appropriate
Overall responsibility for receiving and dealing with tasks are dealt with quickly.
Registering new patients onto the TPP SystmOne, ensuring that all referrals, results and clinical correspondence are scanned against the patient in a timely manner
Arranging timely appointments and follow-up appointments with the appropriate health professional as directed.
Prioritising own workload on a day-to-day basis, assessing and judging the work on a priority basis as required.
To provide and receive complex information on a daily basis. To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries of a clinical and non-clinical nature
About us
SoliHealth is a system wide organisation supporting the development and implementation of at scale services across general practice in Solihull.
This is an exciting time for anyone who is keen to learn and engage in a fast paced organisation where you will have the opportunity to influence and set up systems as the company grows.
Every day will be different giving you the flexibility to learn and realise your full potential.
The future of SoliHealth Ltd will be reliant on what happens early in its life and if you are ambitious, creative and innovative then this is the role for you!
SoliHealth is a system wide organisation supporting the development and implementation of at scale services across general practice in Solihull. SoliHealth is developing a new community based dermatology service, providing more specialist services in primary care for patients across Solihull, and delivered through a hub and spoke model.
Our vision is to work collaboratively across the Solihull locality to improve the provision of health care service, enabling a strong and sustainable local primary care led presence with access to a widening range of services with patients interests driving our decisions.
SoliHealth is a federation of twenty-two GP practices across Solihull, established to develop general practice into a key partner in the development and delivery of healthcare services.
Job description Job responsibilities
Job title:Administrator
Reports to:Senior Clinical Project Manager
Hours:20 hours per week (Monday Friday)
Salary:£12.71 per hour
Job role and purpose:
The post is pivotal in ensuring patients are seen in the right place and at the right time, and the locations where services are provided, are running effectively and efficiently.
Main duties and responsibilities:
SoliHealth is a system wide organisation supporting the development and implementation of at scale services across general practice in Solihull.
To provide a comprehensive and confidential, reception support to SoliHealth services.
Be responsible for dealing with incoming referrals to the services and arranging patient appointments.
Main responsibilities:
Providing comprehensive administrative support.
Coordinating and scheduling both pre booked and same-day appointments for SoliHealth services ie Solihull Locality Hub, Solihull Community Skin Service and LARC service
Regular direct and indirect contact with patients, carers and relatives
Liaising with external agencies and service, such as hospitals, GP surgeries and medical secretaries, Health Visitors, District Nurses and Pharmacies etc
Answering telephone calls on behalf of the team and dealing with patient enquiries in a polite and efficient manner, and resolving them where appropriate
Making own administrative decisions as appropriate
Overall responsibility for receiving and dealing with tasks are dealt with quickly.
Registering new patients onto the TPP SystmOne, ensuring that all referrals, results and clinical correspondence are scanned against the patient in a timely manner
Arranging timely appointments and follow-up appointments with the appropriate health professional as directed.
Prioritising own workload on a day-to-day basis, assessing and judging the work on a priority basis as required.
To provide and receive complex information on a daily basis. To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries of a clinical and non-clinical nature
Governance/compliance:
Support any work required for compliance with CQC and other statutory registration requirements
Operational/general:
The post holder may need to be able to travel to the SoliHealth locations across Solihull as and when required.
Any other duties required to support organisational delivery.
Other
Equality and Diversity
The organisation is committed to promoting equal opportunities to achieve equity of access, experience and outcomes, and to recognising and valuing peoples differences. This applies to all activities as a service provider and as an employer.
Health and Safety
Employees have a legal responsibility not to endanger themselves, fellow employees and others by their individual acts or omissions. The post holder is required to comply with the requirements of any policy or procedure issued in respect of minimising the risk of injury or disease.
Risk Management
The management of risk is the responsibility of everyone and will be achieved within a progressive, honest, and open environment. All staff have a responsibility to report all clinical and non-clinical accidents, near misses or incidents promptly and, when requested, to cooperate with any investigation undertaken.
Staff will be provided with the necessary education training and support to enable them to meet with responsibility.
Infection Prevention and Control
SoliHealth Limited is committed to reducing healthcare associated infection. All employees are expected to abide by Infection Prevention Control policies relevant to their area of work, and undertake the necessary level of training. This will be appraised through the relevant professional review process. You are required to report any breaches/concerns promptly using SoliHealths incident reporting process.
Information Management and Technology (IM T)
All staff are expected to utilise the relevant national and local IM T systems necessary to undertake their role.
Safeguarding
The organisation takes the issues of Safeguarding Children, Adults and addressing domestic violence very seriously. All employees have a responsibility to support the organisation in our duties by:
Undertaking mandatory training on safeguarding children and adults
Making sure they are familiar with their and the organisations requirements under relevant legislation
Adhering to all relevant national and local policies, procedures, practice guidance (e.g. LSCB child protection procedures and practice guidance) and professional codes
Reporting any concerns to the appropriate authority.
Professional Development
The postholder will participate in any training programme implemented by SoliHealth which is deemed as appropriate and participate in annual individual performance reviews, including taking responsibility for maintaining a record or own personal and/or professional development.
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, SoliHealth 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 SoliHealth policies and procedures relating to confidentiality and the protection of personal and sensitive data.
General
This job description is not intended to be exhaustive and will be reviewed periodically in conjunction with you. You may be required to perform any other duties as the organisation may require.
You are required undertake to work to the best of your ability and use your best endeavours to promote, develop and extend the employer's organisation and interests as requested by the SoliHealth Boards and Clinical Leads.
The postholder is expected to be flexible and accommodating following consultation in terms of any changes to operating time in the future.
Conditions
All offers of employment are conditional on you demonstrating your eligibility to work in the UK. Offers are also conditional on receipt of a minimum of two satisfactory references, covering at least the last three years on employment, with any gaps in employment history being explained satisfactorily. Whether references are deemed satisfactory is at the discretion of the organisation.
Convictions
During the recruitment process, we will ask job applicants to disclose any unspent convictions but will not ask job applicants questions about spent convictions, nor expect them to disclose any spent convictions, unless the job is exempt under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. If the position is identified as being exempt, the applicant will be required to undergo a DBS check, and this will also form a condition of employment.
Person specification:
RequirementEssentialDesirable
Education-Good general education (e.g. GCSE / NVQ equivalent Maths and English-Excellent numeracy skills
Knowledge required-Detailed knowledge of Microsoft Office: Word / Excel / Outlook-Detailed knowledge of clinical systems specifically TPP SystmOne
Experience required-Experience in dealing with confidential information
-Experience of maintaining office systems
-Recent and relevant experience (demonstrated by a minimum of 2 years experience)
-Previously worked in a similar position within the Public Sector
Personal qualities-Excellent time management skills with the ability to prioritise conflicting demands in order to meet deadlines
-Confident at dealing with people at all levels
-Self-motivated, enthusiastic and approachable
Practical circumstances-Ability to travel to multiple sites when required
-Willing to undertake DBS (Disclosure and Barring Service)
Please note that all applicants must have the right to work in the UK. A full UK driving license is essential.
The role may be subject to DBS checks.
Person Specification
Qualifications Essential
-Good general education (e.g. GCSE / NVQ equivalent Maths and English
Desirable
-Excellent numeracy skills
Experience Essential
-Experience in dealing with confidential information -Experience of maintaining office systems -Recent and relevant experience (demonstrated by a minimum of 2 years experience) -Previously worked in a similar position within the Public Sector
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 Solihealth Limited
Address Castle Practice
2 Hawthorne Rd
Birmingham
West Midlands
B36 0HH
United Kingdom
Employer's website https://solihealth.org/ (Opens in a new tab)