Administrative assistant

The main duties of the role include providing administrative support across the GP practice, processing incoming correspondence and electronic documents, and accurately coding, filing and updating patient records using the practice clinical system.

The post holder will manage administrative tasks, including information of a sensitive or confidential nature. They will ensure patient information is recorded accurately, maintain clear and organised records, and follow practice policies and Standard Operating Procedures.

The role may also involve supporting wider administrative functions, including appointment or referral administration, document management and assisting other areas of the administration team when required.

The post holder will be expected to prioritise day-to-day tasks, complete work within agreed timescales, work effectively as part of the wider administration team, escalate concerns appropriately, and maintain confidentiality, accuracy and professionalism at all times.

The post holder

will provide effective administrative support within a busy GP practice,

ensuring that patient information, correspondence and documentation are

processed accurately, efficiently and in line with practice policies and

procedures.

The role will

involve supporting a range of administrative functions across the practice.

This may include processing incoming correspondence, coding and filing

information onto patient records, handling enquiries, preparing documentation,

supporting appointment or referral administration, and assisting other areas of

the administration team as required.

The successful

candidate will be organised, reliable, able to prioritise their workload and

comfortable working in a fast-paced environment where accuracy, confidentiality

and attention to detail are essential.

Key Duties and ResponsibilitiesAdministrative Duties

Process incoming mail,

correspondence and electronic documents in a timely and accurate manner.

File, code and update patient

records using the practice clinical system.

Ensure patient information is

recorded accurately and in line with agreed practice procedures.

Support the wider

administration team with general administrative tasks as required.

Prepare letters, reports and

other documentation, including information of a sensitive or confidential

nature.

Maintain accurate records and

ensure paperwork is filed appropriately within patient records.

Follow practice policies,

procedures and Standard Operating Procedures at all times.

Undertake any other reasonable

administrative duties in line with the needs of the practice.

Communication

Communicate effectively with

colleagues and external organisations using written, verbal, email and

telephone communication.

Attend administration team or

departmental meetings as required.

Contribute positively to team

working by sharing information, exchanging views and supporting colleagues.

Analytical and Judgemental Skills

Use judgement to manage

day-to-day tasks within agreed areas of responsibility.

Recognise when issues need to

be escalated to the Line Manager and take appropriate action.

Identify and highlight

concerns, errors or delays in a timely manner.

Ensure information is

understood, processed and coded appropriately into patient records.

Problem-solve within their own

area of responsibility while seeking support when required.

Work independently on routine

tasks while receiving appropriate guidance and support from the wider team.

Planning and Organisational

Organise and prioritise their

workload.

Complete tasks within agreed

timescales.

Undertake work that has been

prioritised by the Line Manager or senior administrative colleagues.

Manage competing demands in a

busy practice environment.

Plan and organise

straightforward administrative tasks effectively.

Physical and IT Skills

Use a computer and scanner for

a significant part of the working day.

Use practice IT systems to

input, update and retrieve information.

Demonstrate accurate keyboard

and data entry skills.

Maintain accuracy when handling

patient information and clinical records.

Use email, document management

systems and other practice software as required.

ConfidentialityThe post holder

will be required to maintain strict confidentiality at all times. They will

have access to sensitive patient and practice information and must ensure that

all information is handled in accordance with practice policies, data

protection legislation and NHS confidentiality requirements.

Team WorkingThe post holder

will work as part of the wider administration team and will be expected to

support colleagues across different areas of administration when required.

Flexibility and a positive approach to team working are essential.

Employment DetailsJob Type: Part time, Fixed term contract

Location: In

person

Hall Green Health is a growing Practice with a current list size of 32,000 patients. The Practice has been established for many years and enjoys a reputation of being friendly and professional. Located on Stratford Rd, the Practice is accessible by bus, train and car. Located roughly five miles from Birmingham City Centre. The Practice enjoys a good level staff retention and has evolved in offering digital access. The Practice also has a good CQC rating.

Additional requirements

Experience