Administrative Support Co-ordinator

The Administrative Support Team helps keep the practice running smoothly by:

The role is 30 hours per week: 8am-4pm over 4 days with either a Tuesday or Thursday off.

1. Role purpose

the practice's day to day administrative workflow, including registrations,

coding, scanning and all other back-office administration duties. The post-holder will ensure administrative tasks are actioned

accurately and within agreed timescales, working closely with reception,

clinical and clinical admin colleagues across all sites.

2. Reporting and accountability

Line management: Reportable toAdministrative

Support Manager.

Day-to-day working: alongside

the wider Administrative Support team which consists of six very experienced and knowledgeable administrators.

The post-holder will be accountable for delivering

administrative responsibilities to practice standards and for escalating

urgent, safeguarding-related or clinically significant items through the

appropriate route, in line with practice SOPs.

3. Location and working pattern

The role will be based across two of our three sites: Leylands and Wrose Medical Centre. The post-holder will be required to work at

any of these sites, including movement between sites within a single

working day, in line with service need.

4. Scope of role

The Administrative Support Team are accountable for the following operational areas:

Gateway ensuring

the Gateway is running each morning; first point of contact in the practice for

Gateway issues, escalating as required.

Registrations new

patient, temporary, care home and new baby registrations (including from mother

and baby discharge summaries); chasing patients on discrepancies (e.g. NHS

number, name spelling).

SystmOne, including amendments in/out, registrations and deductions.

Summarising manning the summarising task

box (internal and external), escalating urgent items to the triage list or

relevant party; summarising records, including requesting and returning paper

records from storage (Oasis).

Correspondence sending

letters to the hospital following shared care protocol, including rejecting

tests where required or directed by a partner; chasing clinical correspondence

by phone or email when required.

Screening pulling retinal screening

reports via Spectra; bowel screening filing.

OOH processing daily OOH electronic reports; adding

items to the triage list where necessary.

NHS Mail downloading NHS mail daily;

escalating urgent items to the triage list or relevant party.

Coding coding A&E reports and

discharge summaries and ensuring they are routed to the correct team; coding

clinical letters using the code formulary and considering QOF.

Scanning scanning daily post,

including hospital letters, private work requests and patient correspondence.

Death protocol actioning

death notifications and sending to the relevant party per SOP; processing

coroners' referrals and inquest reports; keeping tasks open for inquests and

chasing information when needed.

5. Core accountabilities

Deliver administrative workflow accurately and

within agreed timescales, including registrations, coding, scanning and

correspondence.

Escalate urgent, safeguarding-related or

clinically significant items immediately and in line with practice SOPs.

Maintain accurate, confidential records within

SystmOne, using Ardens and approved local templates where required.

Support patients and external organisations with

registration, referral and correspondence enquiries.

Contribute to the six-week patient letter SLA

and other administrative service standards.

Work flexibly to support service need, including

supporting absence cover.

6. Standards and governance

Follow practice SOPs, information governance and

GDPR requirements.

Recognise and escalate safeguarding concerns in

line with practice safeguarding policy.

Contribute to CQC readiness through accurate

record-keeping and SOP compliance.

Participate in mandatory training, induction and

ongoing development relevant to the role.

This Job Description sets out the principal

accountabilities of the role and is not intended to be exhaustive. The

post-holder may be asked to undertake other reasonable duties consistent with

the level of the role, and the Job Description will be reviewed periodically in

discussion with the post-holder.

We are a large, modern, and forward-thinking GP practice, where we provide exceptional and outstanding care to a community of roughly 18,800 patients.

Experience

Desirable: - Previous experience in NHS general practice or primary care administration.; - Experience of registrations, EDI Links or SystmOne administration.

Skills

Qualifications

Desirable: - GCSE grade A to C in English and Maths