Administrator

• Providing day-to-day administrative support to the Practice Pharmacist.
• Running searches and identifying patients requiring medication reviews, monitoring, tests or other follow-up.
• Inviting and recalling patients and booking them into appropriate appointments or clinics.
• Supporting BeCCoR, QOF and other practice recall programmes, ensuring searches and recalls are completed within required timescales.
• Monitoring outstanding recalls and following up patients where required.
• Supporting medicines management processes and associated administrative tasks.
• Carrying out appropriate administrative checks on prescriptions before they are forwarded to the Pharmacist for clinical review and signing.
• Identifying missing information or administrative discrepancies before prescriptions are passed for signing.
• Maintaining accurate records, spreadsheets, patient lists and reports relating to this work.
• Liaising with clinicians and colleagues regarding outstanding actions and escalating any clinical queries or concerns appropriately.

• Undertake general practice administration and data entry.
• Produce and maintain spreadsheets, reports and worklists.
• Monitor administrative tasks and ensure work is completed within agreed timescales.
• Support other areas of the practice during periods of increased workload, staff absence or service demand.
• Assist with administrative projects and practice initiatives as required.
• Maintain accurate and confidential patient records.

• Answering telephone calls and dealing appropriately with patient enquiries.
• Booking, cancelling and rearranging appointments.
• Receiving patients and dealing with front-desk enquiries.
• Processing and signposting patient requests in accordance with practice procedures.
• Providing reception cover during busy periods, staff absence or as service needs require.
• Maintaining patient confidentiality and providing a professional and helpful service.

• Creating and maintaining spreadsheets.
• Sorting and filtering data.
• Working accurately with patient lists and datasets.
• Tracking recall activity and outstanding work.
• Producing basic reports.
• Learning and using practice clinical and administrative systems.

• Be highly organised and able to prioritise competing workloads.
• Be flexible and adaptable according to practice needs.
• Have excellent attention to detail.
• Be confident using Excel and other IT systems.
• Be able to work independently while recognising when matters need to be escalated.
• Communicate effectively with patients, clinicians and colleagues.
• Be comfortable working to deadlines and taking responsibility for monitoring outstanding tasks.
• Understand the importance of confidentiality and information governance.
• Work effectively as part of the wider reception and administration team.
• Understand and work within the boundaries of an administrative role, particularly when supporting medicines management.

Essential

• Substantial and demonstrable experience of working with data, reports and information, beyond routine administrative data entry.
• Proven experience of using Microsoft Excel to an intermediate/advanced level to manage, manipulate and analyse data and produce accurate reports.
• Demonstrable experience of working with large datasets, spreadsheets or information systems, including checking data quality and identifying missing, incomplete or inaccurate information.
• Proven experience of running searches or extracting information from electronic systems/databases using defined criteria and using the results to support operational work.
• Experience of collating, interpreting and presenting data in a clear and meaningful format for colleagues or managers.
• Experience of maintaining trackers, monitoring outstanding actions and using data to ensure work is completed within required timescales.
• Experience of producing regular and ad-hoc reports in response to requests for information.
• Experience of working collaboratively with different members of a team to understand what information is required and ensuring accurate information is provided.
• Experience of managing competing priorities and completing detailed, accuracy-critical work to deadlines.
• Experience of handling confidential and sensitive information appropriately.

Desirable

• Experience of working in primary care, the NHS or another healthcare environment in a data, reporting, medicines management, recalls or information-focused role.
• Experience of running patient searches, recalls or reports using a GP clinical system such as EMIS Web or SystmOne.
• Experience of supporting QOF, patient recalls, medicines management, monitoring programmes or other primary care performance/data requirements.
• Experience of working alongside pharmacists, GPs, nurses or other clinical professionals.
• Experience of NHS reporting, coding or clinical data quality work.

Essential

• Advanced practical confidence with Excel, with the ability to demonstrate how Excel has been used in previous roles to manage, analyse and report information.
• Able to demonstrate practical experience of Excel functions relevant to data management, for example filters, sorting, formulas, conditional formatting, data validation, lookups and pivot tables.
• Strong analytical skills with the ability to review information, identify discrepancies, recognise gaps and take appropriate administrative action.
• Excellent attention to detail and a high level of accuracy when working with data.
• Able to understand a request for information, identify the appropriate data required and produce a clear and accurate response or report.
• Able to organise and prioritise a workload involving multiple searches, reports, deadlines and outstanding actions.
• Able to work independently and take ownership of allocated work while knowing when an issue needs to be escalated.
• Strong communication and interpersonal skills with the ability to work effectively with clinical and non-clinical colleagues.
• Reliable, methodical and able to follow processes consistently.
• Understanding of confidentiality, information governance and the importance of accuracy when handling patient information.

Essential

• GCSE English and Maths at Grade C or 4 or above, or equivalent.
• Good standard of general education.
• Evidence of competence in Microsoft Office, particularly Microsoft
• Excel.

Desirable

• Microsoft Excel intermediate/advanced training or recognised qualification.
• Relevant NHS/primary care administration or information management training.
• Information Governance/Data Protection training.