JOB TITLE: Administrator

Contract: Permanent

REPORTS TO: Admin Manager

HOURS: Part-time (22.5 hours) available. 7.5 hours days. 

Hourly Rate: Dependent on Experience

JOB Description:

We have the opportunity for administrators to join our friendly and forward-thinking team.

The main responsibilities of the post-holder will be to provide efficient, comprehensive and confidential administrative services to the practice.  The exact role will depend on the successful candidate’s availability and experience.  Senior roles are available and the roles available would suit candidates with previous administration experience in a healthcare setting.

Please note that the below is an outline of the tasks, responsibilities, and outcomes the roles will involve.  The job holder will carry our any other duties as may reasonably be required by their line manager.

Secretarial responsibilities

• To provide high quality secretarial support to the GP’s and health professionals. This includes the typing of letters, reports, patient referrals, minutes, and memorandums in an accurate manner.
• Monitor email inboxes regularly and ensure that emails are responded to in a timely manner
• To liaise and arrange meetings as required and to attend meetings and take minutes.
• To assist in the completion of medical/insurance records and private fee letters.

Non-NHS/Private Fee’s

• Log any incoming non-NHS work
• Raise invoices for any non-NHS work that incurs a fee, check payments and process accordingly.
• Liaise with clinicians, patients and colleagues throughout the completion of any non-NHS work.
• Complete subject access reports as requested
• Ensure the non-NHS work is completed within specified time frames and report to management if there are any reasons why it cannot be completed.

General Administrative duties

• Communicate with other health care professional to ensure seamless patient care
• Engage with patients in a friendly and professional manner while actively listening to their requests
• To provide additional cover for members of the administration team during periods of sickness and annual leave wherever possible
• Support the practice with patient recalls
• Flexibility to complete ad-hoc duties as and when required across all services.
• To make and receive internal and external telephone calls from staff, patients and external agencies. To ensure that messages received are appropriately signposted and actioned.
• To be flexible in the role to work/cover other roles to support the demand of the services.
• To be fully conversant with all local policies and procedures and to adhere to them.
• Ability to produce clinical letter and undertake audits as directed by the management team

In addition to the above the post holder will be required from time to time to work additional hours as the business requires, this includes urgent reception cover and vaccination clinic cover, for example, during the flu season.

Abilities/Experience

• Excellent MS Office skills (Excel & Word) and confident in the use of IT
• Ability to communicate effectively and professionally – both in writing & verbally together with an excellent telephone manner
• Ability to prioritise competing demands with excellent organisation skills.
• Attention to detail and problem-solving skills
• Ability to work in a small team and be a team player
• Confident, positive outlook with a can-do attitude
• Strong record keeping skills
• Ability to multitask
• Experience of dealing with people, to maintain a high level of care
• Self-motivated and conscientious
• Ability to work in a busy office
• Previous administration experience
• Emis & Docman experience desirable but not essential

Applicants who would be interested in this vacancy should e-mail a CV and a covering letter to: bnssg.wotpcc.management@nhs.net

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Job Description