Practice Administrator in Sheerness

We are an 11,000 patient Practice on the Isle of Sheppey in Kent and are looking for a Practice Administrator to join our hard-working dedicated team. Our team prides itself on being approachable, efficient and supportive to both patients and colleagues.

You must have an excellent attendance record, be a good timekeeper, able to work under pressure and enjoy working as part of a team. The successful candidate will be flexible, motivated, reliable, conscientious and committed to making a valuable contribution to the team.

Main duties of the job

The main purpose of this role is to provide efficient, courteous and responsive administrative support to the practice catering to the diverse needs of patients and supporting others where necessary.

Job responsibilities

• Process incoming and outgoing correspondence, including letters, email and electronic documents.
• Prepare letters, reports and associated documentation as required.
• Input data into a patients healthcare record as necessary.
• Process requests for information, such as Subject Access Requests, insurance and other health reports.
• Action tasks, including those sent via EMIS, Docman, Accurx, efficiently.
• Participate in call-and-recall activities as required, including running system searches and booking appointments.
• Support all clinical staff with general administrative tasks as requested.

You will:

• Be able to work under pressure and have the ability to prioritise work to tight deadlines with good attention to detail.
• Be able to work independently as well as part of a team.
• Be IT literate with a working knowledge of Microsoft Office.
• Have a willingness to undertake training on EMIS, Docman, and iGPR along with any other training deemed necessary.
• Participate in practice meetings and team meetings.
• Undertake other duties as may from time to time be asked and consistent with the post.

In addition to the primary responsibilities, you may be requested to partake in audit activities as directed by the audit lead.

Other Information

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 policy and the practice Infection Control policy.

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and keeping them free from hazards.
• Actively reporting health and safety hazards and infection hazards immediately when recognised.

Data Quality: To work within the clinical computer system and other systems as appropriate to improve data quality.

Equality and diversity: To support the equality, diversity and rights of patients, carers and colleagues.

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner that is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.

To participate in any training programme implemented by the practice as part of this employment, such training to include:

• All mandatory and other training as required and directed for the role.
• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others.

Quality: Alert other team members to issues of quality and risk.

• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

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, practice 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 the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

DBS: The post-holder will be required to complete a satisfactory check from the Disclosure and Barring Service concerning any former criminal convictions. You should note that employment within the practice is not subject to the Rehabilitation of Offenders Act 1974, and that you are required to declare all criminal convictions, even those which are classed as spent.

Person Specification

Personal Qualities and Attributes:

• Able to use own judgment and resourcefulness.
• Adaptable and flexible to a changing environment.
• Diplomatic and calm in stressful situations.
• Confident and assertive.
• Reliable and trustworthy.

Other:

• Flexibility of working hours and able to respond to the needs of the business sometimes at short notice to cover for absent colleagues.
• Ability and willingness to undertake training.
• Proactive.
• Discreet.

Qualifications:

• GCSE Maths and English at grade C or above or subsequent equivalent.

Skills and Abilities:

• Excellent communication skills and telephone manner.
• Ability to work in a busy environment and to prioritise and complete a broad range of tasks effectively and efficiently and to tight deadlines.
• Ability to organise, motivate and support colleagues including new starters.
• Ability to listen and empathise.
• Ability to learn new software and systems and cascade learning to others.
• Good working knowledge of Microsoft office applications.
• Experience of using Microsoft office applications and good keyboard skills.
• Experience of using EMIS web clinical system.
• Experience of scanning and document management systems.
• Experience of using Lexacom dictation system or similar.

Experience:

• Experience of a front line, customer facing position or varied administrative role with suitable transferable skills.
• Experience of working to set guidelines, protocols and procedures.
• Good team working skills and experience.
• Experience of working in the NHS/general practice.
• Experience of working in a multi-disciplinary team.