GP Practice Administrator jobs

Description of Duties

Senior Practice Administrator (full-time role)

The Walcote Practice - Winchester

Reports to:

Angela Ward, Practice Manager

Main functions of the job:

(Note: In addition to these functions, employees are required to carry out such duties as may reasonably be required).

• Overseeing and running the Administration function at Walcote Health Ltd
• Providing a responsive, efficient and high quality administrative service to the staff and patients of Walcote Health Ltd
• Collaborating with other Practice staff to continually enhance development and delivery of the Practice’s services and objectives
• Maintaining skills at the current level, and undertaking such training and development as may from time-to-time be required to maintain or improve personal competency
• Participating in all activities required by CQC registration

Location:

Walcote Health Ltd Practices

Supervisory responsibilities:

· Line management of the Administration Team members

Working hours:

· 37.5 hours per week as follows: 8:30am-5pm on Mon, Thurs & Fri

9:30am-6pm on Tues & Wed

· Occasional Saturday mornings on reception to cover annual leave or sickness

Salary:

·£30,000 gross per annum

Benefits:

·Opportunity to become an important part of a forward-thinking, friendly healthcare team with innovative ways of working, which is genuinely making a difference to the lives of clients

·Rewarding and varied role in private general practice interacting with both clients and team members

·Full induction programme with in-house training

·6 weeks paid holiday per year pro rata; this figure is intrinsically inclusive of bank and public holidays

·Pension contributions

·Office located in Winchester

Main Duties (not in any order of priority - list is not exhaustive and other tasks may be required)

Line Management Responsibilities

1. Oversee and run the Administration function at Walcote Health Ltd

2. Provide line management of the Practice Administrator and Receptionist-Administrator roles, conduct related supervisions and annual appraisals, and facilitate regular Administration Team meetings

3. Train new members of the Administration Team

Office Administration

1. Provide a proactive, responsive, efficient and high quality administrative service to the staff and patients of Walcote Health Ltd

2. Oversee and undertake patient co-ordination activities, including processing patient registrations

3. Respond to queries from existing and potential patients in a timely manner

4. Be responsible for the administration of patient Healthplans

5. Oversee and track referrals across all surgeries to ensure a smooth and timely patient journey

6. Maintain an up-to-date and accurate database of clinical referral contacts

7. Oversee management of debtors and undertake financial administration tasks

8. Provide main/branch surgery reception or phone cover when required and make appointment bookings

9. Ensure all necessary logs are up to date, completed and filed

Regulatory Administration

1. Participate in activities required to assess and maintain compliance with regulatory requirements, including CQC, and agreed standards

2. Assist the Walcote Health Ltd Privacy Officer for GDPR purposes; administer Subject Access Requests

3. Carry out monthly cleaning audits and ensure that any resulting actions are implemented

Other Main Duties

1. Work in line with, promote and implement all Walcote Health Ltd policies and procedures

2. Ensure that all GP consultation rooms are adequately stocked, and order any required stock

3. Be responsible for vaccine stock management

4. Support the Practice Manager and carry out delegated tasks/duties

5. If requested to do so, act as a medical chaperone in patient appointments (training will be provided), collect medications from the pharmacy, deliver medical samples to the hospital or run errands for doctors if they are particularly busy

6. Be actively involved in developmental processes within the Practice for service enhancements

7. Undertake marketing activities as required

8. Support and respect the equality, diversity, rights, privacy, dignity, needs and beliefs of patients, carers and colleagues

Team Work & Communication

1. Develop and maintain positive, effective, collaborative working relationships with all other employees and contractors at the Practice

2. Support and uphold an open, positive and honest working culture

3. Work with colleagues to continually optimise systems to create an efficient, smooth-running Practice

4. Work flexibly across Walcote Health Ltd Practices when necessary

5. Actively engage in, develop and maintain high levels of effective communication with patients and team members, ensuring effective care delivery, outstanding customer service, productive Practice meetings, good working practices and achievement of targets

Training & Education

1. Undertake appropriate training to meet mandatory educational needs and personal/Practice development needs. Complete all assigned Refresher Training and attend online/in-person training courses as requested or required in line with CPD objectives and record activity.

2. Deliver Practice development projects as agreed with the Management Team

3. Share and disseminate acquired knowledge with all team members through developmental sessions

Employment Issues

1. Cooperate and work with other employees to ensure a seamless journey for patients through different aspects of their care

2. Give agreed notice of periods of absence and leave as per your contract, Practice leave policy and the Employee Handbook

3. Participate in regular reviews of personal development plans

4. Attend Practice meetings as required

5. Maintain a professional appearance and demeanour

6. Provide information for DBS check, and inform your manager of any possible change to the history

7. Confidentiality: In the course of your duties with Walcote Health Ltd you will have access to confidential information relating to the business of the company and to its clients. You are required to exercise due consideration in processing such information and you should not act in any way which might be prejudicial to the company’s or clients’ interests. Information which may be included in the category which requires extra consideration covers both access to the general business of the company and information regarding individuals. If you are in doubt regarding the use of information in the pursuit of your duties, you should seek advice from your line manager prior to communicating any information to a third party.

8. Data Protection: The post holder will, if required to do so, obtain, process and/or use information held on written records, computer or work processor in a fair and lawful way. Data will only be held for the specific registered purpose and data will not be disclosed to any unauthorised persons or organisations.

9. No Smoking Policy: Walcote Health Ltd is committed to a policy that actively discourages smoking and offers support to staff wishing to stop smoking.

Philosophy of Care

1. Participate in the assessment of the effectiveness of health care provided by the Practice, such as by completing surveys.

2. Inform the Provider of any reported or suspected failings in the provision of care within the Practice.

3. Participate in taking care of your own Health & Safety. Staff must not do anything to compromise the health and safety of either their colleagues or themselves. Staff should also be aware of the responsibilities placed on them by legislation to ensure health and safety procedures are followed. This will help to maintain a safe workplace for all.

4. Ensure that patient rights are protected.

5. Promote and participate in a high standard of care within the Practice.

Child Protection

Walcote Health Ltd actively promotes a “safeguarding children culture” within the organisation in line with The Children Act 2004. As such, each member of staff is expected to carry out their role and responsibility in relation to a child or children’s welfare; for example ensuring they access child protection training in accordance with their role, and being aware of who to contact and what action to take if they are concerned regarding the welfare of a child. The organisation is committed to ensuring all staff are supported in respect to their safeguarding children duties.

Person Specification

Qualifications & Experience Required

Essential

• GCSEs or equivalent (at least 5, including a minimum of grade B in Maths and English)
• Comprehensive office-based administration experience
• In-depth experience of interacting with clients
• Possesses the right to work in the UK
• Demonstrable ability to relate well to challenging patients, carers, relatives, staff

Desirable

• Team management experience
• Experience/working knowledge of medical practice, the healthcare environment and Care Quality Commission (CQC) requirements
• Ability to demonstrate an understanding of private general practice and how best to dovetail this with NHS services
• A-Levels or equivalent, or relevant professional qualifications

Skills & Personal Qualities Required

Essential

• Same ethos and approach to healthcare as Walcote Health Ltd, passion for high quality patient care and excellent customer service
• Willing to take a proactive approach, use initiative and contribute to the continuing success of the Practice, enjoys seeing the difference that own work makes
• Common sense approach enabling delivery of effective and efficient support to patients and staff, with the ability to work flexibly
• Excellent, calm and clear verbal and written communication skills using English
• Good telephone skills
• Strong mathematical skills and able to process financial transactions etc
• Robust IT skills and confident in use of Email, Word, Excel. Quickly able to learn new computer software skills.
• Punctual, organised, efficient, adaptable, follows direction well, able to prioritise, excellent time management skills
• Pays attention to detail, accurately processes paperwork and filing - whether in hard copy or online
• Reliable, trustworthy, works well both alone and as part of a team, including when under pressure
• Approachable, empathic, supportive, constructive, considerate, enjoys working with people
• Confident, professional, willing to help out with whatever is needed in the role to deliver excellent patient care
• Understanding of and ability to deliver excellent customer service
• Creative thinker, able to suggest methods to maximise efficiency of processes
• Health & safety conscious with awareness of safety issues
• Professional in appearance and demeanour

Personal Development

& Interests

Essential

• Self-directed learning – works to develop own skills and interests
• Open-minded approach to work and life in general

Pay: £30,000.00 per year

Work Location: In person