Admin Assistant

Job summary

Marlborough Surgery in Seaham are looking to recruit an Admin Assistant, full and part-time (28hrs+) applications will be considered. The successful applicant will be a highly motivated individual with good communication and interpersonal skills. Please see job description for further details and note primary care experience is essential.

The post is subject to 2 satisfactory references, DBS clearance and occupational health assessment (as a condition of employment). Please attach a copy of your CV, along with a covering letter highlighting why you are suitable for this position, along with current salary details.

We will be offering short-listed candidates the opportunity for an informal visit prior to interview, please address any specific enquiries to the HR Officer on 0191 5812866.

Closing date: Sunday 16th June 2023 or earlier depending upon applications received.

Main duties of the job

Admin role:

• Scanning and read coding of patient data onto their medical records.
• Processing of GP2GP transfers
• Reviewing incoming medical records and producing an accurate summary of the patient's medical history using Systm1
• Liaising between patients and the clinical team via telephone and reception duties.
• NHS & Non NHS administration work liaising with the relevant personnel/patients in relation to this work.
• Dealing with GDPR requests to GPs and return of same to the patient in adherence to timescales required.
• Monitoring and dealing with requests from Doctors for patient follow ups with hospitals and other medical professionals etc.
• Booking clinics and nurse appointments, ensuring they are fully booked.
• Recording and actioning of results, immunisations etc.
• Providing admin support for the team to ensure NHS contractual obligations are achieved eg QOF, DES, Liaise etc
• Supporting the reception team as appropriate to cover incoming patient telephone calls
• Any other duties commensurate with the role to support the team

About us

Marlborough Surgery is a well-established training practice based in a modern purpose-built building with easy access and free parking - We are a friendly supportive team with 5 GP Partners, 2 Salaried GPs, 5 GP Registrars, 3 advanced clinical practitioners, 3 Practice Nurses, 5 HCA's and a large reception/admin team.

We hold regular full team and clinical meetings and encourage friendly informal coffee get togethers.

We have over 11,000 patients, high QOF achievers and rated Good by CQC.

We are based in the small coastal town of Seaham, located in North East County Durham. We are part of North Easington Primary Care Network and play a lead role in the delivery of the Primary Care Service within the North Easington area.

Job description

Hours per week - Part time (28hrs +)/ Full time

Job summary

To 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.

To 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.

Mission statement

The aim and objectives of Marlborough Surgery are to provide GP led primary medical services to the registered population of patients which will include all of the regulated activities and referral to specialist services (e.g Hospital) where appropriate.

To ensure or maintain health and where clinically appropriate to provide or refer for treatment to improve health or sustain dignity for our registered population and their children.

Overview of our Organisation

Marlborough Surgery is a well-established training practice based in a modern purpose-built building with easy access and free parking - We are a friendly supportive team with 5 GP Partners, 2 Salaried GPs, 5 GP Registrars, 3 advanced clinical practitioners, 3 Practice Nurses, 5 HCA's and a large reception/admin team.

We hold regular full team and clinical meetings and encourage friendly informal coffee get togethers.

We have over 11,000 patients, high QOF achievers and rated Good by CQC.

We are based in the small coastal town of Seaham, located in North East County Durham. We are part of North Easington Primary Care Network and play a lead role in the delivery of the Primary Care Service within the North Easington area.

Primary responsibilities

The following are the core responsibilities of the Admin 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:

• Process incoming and outgoing mail
• File and store records as required
• Photocopy documentation as required
• Process changes to patient registration, deduction of record and new patient registration
• Input data into the patients healthcare records as necessary
• Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately
• Liaising between patients and the clinical team via telephone and reception duties.
• NHS & Non NHS administration work liaising with the relevant personnel/patients in relation to this work.
• Dealing with GDPR requests to GPs and return of same to the patient in adherence to timescales required.
• Scanning and read coding of patient data onto their medical records.
• Monitoring and dealing with requests from Doctors for patient follow ups with hospitals and other medical professionals etc.
• Booking clinics and nurse appointments, ensuring they are fully booked.
• Recording and actioning of results, immunisations etc.
• Maintain a clean, tidy, effective working area at all times
• Support all clinical staff with general administrative tasks as requested

Secondary responsibilities

• In addition to the primary responsibilities, the Admin Assistant may be requested to:
• Partake in audit as directed by the audit lead
• Support reception staff, providing cover during staff absences
• Book appointments
• Complete opening and closing procedures in accordance with the duty rota
• There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels
• Willingness to work flexible hours when required to meet work demands

Notes: The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation and the individual.

All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Person Specification

Experience

Essential

• Experience of working with the general public
• Experience of working in a healthcare setting

Desirable

• Experience of administrative duties

Qualifications

Desirable

• GCSE grade A to C in English and Maths
• Qualified to NVQ level 2 in Health and Social Care

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policies and procedures
• Desirable
• Clinical coding
• Summarising
• SystmOne user skills

Other Requirements

Essential

• Disclosure Barring Service (DBS) check
• Occupational health clearance
• Willingness to work flexible hours when required to meet work demands

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Job Types: Full-time, Part-time, Permanent
Part-time hours: 28 per week

Salary: From £10.50 per hour

Benefits:

• Free parking
• On-site parking
• Sick pay

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Seaham, SR7 7JE: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrative experience: 1 year (preferred)
• Clinical Coding: 1 year (preferred)
• Summarising: 1 year (preferred)

Work authorisation:

• United Kingdom (required)

Work Location: In person

Application deadline: 16/06/2023