Practice Administrator Assistant - Central Surgery in City of London

Kingston GP Chambers (GP federation for 20 practices across the borough of Kingston) are supporting Central Surgery to recruit a talented and enthusiastic Practice Administrator Assistant. The surgery is based within the purpose-built Surbiton Health Centre and is one of four GP practices based in the health centre and is part of the Surbiton Primary Care Network (PCN). The surgery provides an excellent level of care to approximately 13,000 patients in the Surbiton area. The surgery has superb transport links (both rail and bus) and is in close proximity to the A3.

The successful applicant will be joining a well-established, strong, supportive admin team, which is supported by a wonderful Practice Team. The practice is seeking someone with previous work experience within a GP practice who is a good communicator and able to provide an excellent level of customer service to patients.

Main duties of the job

• The Administration Assistant will be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
• Duties can include, but are not limited to:

• Supporting the administration and receptionist teams with patient registration.
• Booking appointments.
• Processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.
• The post-holder will support staff with the distribution of information, messages and enquiries for the clinical team.
• Liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
• The postholder will provide project management support to the implementation of any new clinical or other IT systems that Central Surgery may implement as part of improvements or wider Integrated Care Area initiatives.
• The postholder will be responsible for ensuring all Data Impact Assessments and Data Sharing agreements are in place for any contracts and systems with stakeholders ensuring governance is met.

This is a new role and therefore duties and responsibilities will evolve and will be the subject to review.

About us

Kingston GP Chambers is a Federation of all NHS General Practices within the Royal Borough of Kingston upon Thames. It was founded in 2008 as a limited company whose shareholders are all 20 GP Practices within Kingston. The company is led by a Board of Directors who are also GP Partners in their own Practices within Kingston. Kingston GP Chambers has worked collaboratively with both secondary care and the private sector. At present we provide community clinics for Dermatology, Urology, Neurology, Dementia and Diabetes.

In addition, Kingston GP Chambers are at the forefront of improving patient access to primary care. We deliver a comprehensive extended hours service offering GP appointments across three hubs in the evenings Monday to Friday, over the weekend and on Bank Holidays. Kingston GP Chambers has the ability to respond rapidly, and we have continued to demonstrate the capability to provide high-quality, innovative and timely solutions to improving patient care and experience. We work closely alongside the other GP Federations in Southwest London to continue the government's five-year forward plan and deliver patient services in the community. We aim to continue to grow as we are increasingly recognised as the provider of choice for extended, enhanced and urgent GP services. We also expect an increasing role as we support, reinforce and develop the position of general practice as the core building block for an increasing range of jointly-provided services.

Job responsibilities

Primary Responsibilities: The following are the core responsibilities of the Practice Administrator Assistant. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Typing letters, reports and associated documentation as required.
• Liaising with external stakeholders such as hospitals and community services, ensuring referrals are processed efficiently.
• Managing all enquiries in an effective manner.
• Maintaining an accurate referrals database.
• Maintaining and monitoring the 2 week wait (WW) referrals register to ensure all cancer care referrals are tracked, monitored and audited.
• Actioning all incoming email.
• Processing calling letters as requested.
• Scanning of patient related documentation and attaching scanned documents to patients healthcare records.
• Inputting data into the patients healthcare records as necessary.
• Processing referrals using the electronic referral system (ERS).
• Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms.
• Clinically coding data on EMIS appointment system.
• Answering incoming phone calls, transferring calls or dealing with the caller's request appropriately.
• Managing all administrative queries as necessary.
• Carrying out system searches as requested.
• Maintaining a clean, tidy, effective working area at all times.
• Supporting all clinical staff with general administrative tasks as requested.

Person Specification

Qualifications

• GCSE grade A to C in English and Maths

Experience

• Prior Administration experience working within a GP practice
• EMIS knowledge is essential
• Ability to prioritise workload
• Ability to work within a team
• Caring and empathetic nature
• Ability to remain in pressurised situations

Knowledge and skills

• Prior Administration experience working within a GP practice
• IT Skills
• Ability to prioritise workload
• Ability to work within a team
• Caring and empathetic nature
• Ability to remain in pressurised situations

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.