At a Glance
- Tasks: Join our admin team to support a busy doctors' surgery with various administrative tasks.
- Company: Aspen Medical Practice, a friendly and supportive healthcare provider in Gloucester.
- Benefits: Free parking, NHS pension scheme, enhanced sickness allowances, and professional development opportunities.
- Other info: Enjoy a collaborative team atmosphere with excellent career growth potential.
- Why this job: Make a difference in patient care while developing your skills in a dynamic environment.
- Qualifications: Previous admin experience preferred; healthcare experience is a bonus but not essential.
The predicted salary is between 24000 - 28000 € per year.
We are looking to recruit an administrator to join our friendly and supportive team in a busy doctors surgery in Gloucester. Mainly based at our Askwith Road (Saintbridge) site, our administration team work together to support the practice performing duties including scanning & filing, clinical coding, summarising of patient records, referral management, private report administration, as well as a varied range of general administrative tasks (such as responding to emails, dealing with patient queries etc). The successful candidate may be asked to perform any of the teams tasks. We are looking for someone with previous administration experience. Experience in healthcare and/or a GP surgery would be ideal but isn't essential as we give full training.
Main duties of the job
A recruitment pack, including key information, job description and person specification is included in this advert or can be found on our website.
About us
Aspen Medical Practice was formed from the merger of four practices in 2018 and is now a single large practice looking after about 32,000 patients. We have 140 employees who all work together as one multi-disciplinary team trying to provide the best service we can for our patients and their families. Whilst patient care is key, we also value the wellbeing of our employees and offer free parking, access to the NHS pension scheme, enhanced sickness allowances, monthly protected learning time events, length of service recognition and much more. We listen to our staff via suggestion boxes, surveys and our staff forum and have made several changes in recent years in response to this.
Job responsibilities
The post holder will enjoy the challenge of a varied workload that requires the use of organisational and prioritising skills, combined with attention to detail. Problem solving on a day-to-day basis on issues relating to work, the post holder will also enjoy working closely as a team to achieve shared objectives and deliver daily priorities. The post holder will be required to carry out a variety of administrative and clerical type tasks as directed by their line managers.
Key Tasks and Responsibilities
- Sorting incoming patient-related mail
- Scanning and filing hospital correspondence
- Clinical coding and correspondence management including adding relevant read codes and forwarding on documentation appropriately.
- Summarising of medical records (Lloyd-George and/or GP2GP)
- Patient notes administration
- Blood result management
- Private medical report administration
- New patient registration and GP links processing
- Minute Taking
- Safeguarding administration
- Cervical Screening Administration and Recall
- Dealing with queries, tasks and worklists
- Other tasks and additional duties, which you might reasonably be expected to undertake, and which are within your level of skill/competence, when required.
General Tasks
More general tasks relevant to the role also include:
- Carrying out general medical administration tasks following instruction from team leads
- Liaison with external agencies as required.
- Providing general assistance to clinical staff and promptly acting on any instructions from the doctors.
- Participation in relevant training and development proceedings and attending Protected Learning Time events (note these may be outside your normal working hours).
- Maintaining complete confidentiality in relation to all patients, staff and the Practices business.
- Other appropriate duties as directed by the Partners, Senior Management team or their representatives.
- Monitoring personal development to ensure a first-class service is delivered to the Practice and its patients.
- Adhering to all Laws, regulations and other regulatory guidance as well as the Practices Policies and Procedures (including Financial, Personnel and Health and Safety) in place.
Confidentiality
While seeking treatment patients entrust the Practice and its staff with, or allow the gathering of 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, practice staff and other healthcare workers. The post holder 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 policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Additional elements
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety policies and published procedures.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers.
Personal/Professional Development
The post-holder will participate in any training programmes implemented by the Practice as part of this employment, including annual individual performance review.
Quality
The post-holder will strive to maintain quality within the Practice.
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to communicate effectively with other team members, patients and carers.
Contribution to the Implementation of Services
The post-holder will apply practice policies, standards and guidance and discuss with other members of the team how the policies, standards and guidelines will affect their own work.
Person Specification
Experience
- Experience in an administrative role
- Previous experience of working in a healthcare setting
- Previous experience of working in a GP practice
- Evidence of computer literacy and experience of using common programmes such as Excel
- Experience of prioritising tasks and meeting deadlines
Qualifications
- GCSE English or equivalent to current grade 4 or above
- Additional qualifications or training relevant to role
Other Experience and Skills
- Excellent accuracy and attention to detail, particularly in data entry
- Ability to handle confidential information with discretion
- Ability to work as part of an integrated multi-skilled team
- Able to pick up what is happening around themselves and be able to show a proactive approach to delivering an excellent support service
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.
Depending on experience to be discussed at interview.
Administrator (Administration team) in Gloucester employer: Aspen Medical Practice
Aspen Medical Practice is an excellent employer that prioritises the wellbeing of its employees while delivering exceptional patient care. Located in Gloucester, our friendly and supportive administration team enjoys a collaborative work culture, with benefits such as free parking, access to the NHS pension scheme, and opportunities for professional development through monthly learning events. We value employee feedback and continuously strive to create a fulfilling work environment where everyone can thrive.
StudySmarter Expert Advice🤫
We think this is how you could land Administrator (Administration team) in Gloucester
✨Tip Number 1
Network like a pro! Reach out to friends, family, or even former colleagues who might have connections in the healthcare sector. A friendly chat can lead to insider info about job openings that aren't advertised yet.
✨Tip Number 2
Prepare for the interview by researching the practice. Know their values, recent news, and what makes them tick. This will help you tailor your answers and show you're genuinely interested in joining their team.
✨Tip Number 3
Practice common interview questions with a mate. Get comfortable with your responses, especially around your admin experience and how you handle patient queries. Confidence is key!
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you're keen on being part of our awesome team at Aspen Medical Practice.
We think you need these skills to ace Administrator (Administration team) in Gloucester
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your relevant experience in administration. We want to see how your skills match the specific tasks mentioned in the job description, like clinical coding or managing patient queries.
Show Your Team Spirit:Since we value teamwork, don’t forget to mention any experiences where you’ve worked closely with others. Share examples of how you’ve contributed to a team’s success, especially in busy environments like a healthcare setting.
Be Clear and Concise:When writing your application, keep it straightforward and to the point. Use clear language and avoid jargon. We appreciate a well-structured application that makes it easy for us to see your qualifications and enthusiasm.
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, you can find all the info you need about the position there!
How to prepare for a job interview at Aspen Medical Practice
✨Know Your Role
Before the interview, make sure you thoroughly understand the responsibilities of the administrator role. Familiarise yourself with tasks like clinical coding, summarising patient records, and managing referrals. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Showcase Your Experience
Even if you haven't worked in a healthcare setting before, highlight any relevant administrative experience you have. Discuss specific examples where you've demonstrated organisational skills, attention to detail, or problem-solving abilities. This will help the interviewers see how your background aligns with their needs.
✨Prepare for Common Questions
Anticipate questions related to confidentiality, teamwork, and handling patient queries. Think about how you would respond to scenarios they might present, such as dealing with a difficult patient or prioritising tasks under pressure. Practising these responses can boost your confidence during the interview.
✨Ask Insightful Questions
At the end of the interview, don’t forget to ask questions! Inquire about the team dynamics, training opportunities, or how they measure success in the role. This shows your enthusiasm and helps you gauge if the practice is the right fit for you.
