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 isnt 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 wasformed from the merger of four practices in 2018 and is now a single largepractice looking after about 32000 patients. We have 140 employees who all worktogether as one multi-disciplinary team trying to provide the best service we canfor our patients and their families.
Whilst patient careis key, we also value the wellbeing of our employees and offer free parking,access to the NHS pension scheme, enhanced sickness allowances, monthlyprotected learning time events, length of service recognition and much more. Welisten to our staff via suggestion boxes, surveys and our staff forum and havemade several changes in recent years in response to this.
Job responsibilities
Role and Objectives
The post holder will enjoy the challenge of a variedworkload that requires the use of organisational and prioritising skills,combined with attention to detail.
Problem solving on a day-to-day basis on issues relatingto work, the post holder will also enjoy working closely as a team to achieveshared objectives and deliver daily priorities.
The post holder will be required to carry out a varietyof administrative and clerical type tasks as directed by their line managers.
Key Tasks and Responsibilities
The post holders tasks and duties may vary onaday-to-day basis depending on the needs of the team and the practice.
Under direction from their line manager key tasks mayinclude:
- Sorting incoming patient-related mail
- Scanning and filing hospital correspondence
- Clinical coding and correspondence managementincluding adding relevant read codes and forwarding on documentationappropriately.
- Summarising of medical records (Lloyd-Georgeand/or GP2GP)
- Patient notes administration
- Blood result management
- Private medical report administration
- New patient registration and GP linksprocessing
- Minute Taking
- Safeguarding administration
- Cervical Screening
- Administration and Recall
- Dealing with queries, tasks and worklists
- Other tasks and additional duties, which youmight reasonably be expected to undertake, and which are within your level ofskill / competence, when required.
General Tasks
More general tasks relevant to the role also include
- Carryingout general medical administration tasks following instruction from team leads
- Liaisonwith external agencies as required.
- Providinggeneral assistance to clinical staff and promptly acting on any instructionsfrom the doctors.
- Participationin relevant training and development proceedings and attending ProtectedLearning Time events. (note these may be outside your normal working hours).
- Maintainingcomplete confidentiality in relation to all patients, staff and the Practicesbusiness.
- Otherappropriate duties as directed by the Partners, Senior Management team or theirrepresentatives.
- Monitoringpersonal development to ensure a first-class service is delivered to thePractice and its patients.
- Adhering to all Laws, regulations and otherregulatory 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 andits staff with, or allow the gathering of sensitive information, in relation totheir health and other matters. They doso in confidence and have the right to expect that staff will respect theirprivacy and act appropriately.
In the performance of the duties outlined in this jobdescription, the post-holder may have access to confidential informationrelating to patients and their carers, practice staff and other healthcareworkers. The post holder may also haveaccess to information relating to the Practice as a businessorganisation. All such information from any source is to be regarded asstrictly confidential.
Information relating to patients, carers, colleagues,other healthcare workers or the business of the Practice may only be divulgedto authorised persons in accordance with the Practice policies and proceduresrelating to confidentiality and the protection of personal and sensitive data.
Additional elements
Health & Safety Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the Practice Health & Safetypolicies and published procedures.
Equality and Diversity Thepost-holder will support the equality, diversity and rights of patients, carers.
Personal/Professional Development Thepost-holder will participate in any training programmes implemented by thePractice as part of this employment, including annual individual performancereview.
Quality Thepost-holder will strive to maintain quality within the Practice
Communication The post-holder should recognise the importance ofeffective communication within the team and will strive to communicateeffectively with other team members, patients and carers.
Contribution to the Implementation ofServices The post-holder will apply practice policies, standardsand 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 experienceTo be discussed at interview
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