General Practice Administration Assistant

The successful applicant will work within the non clinical teams at both practice locations. Some examples of the duties include greeting patients by phone or in person and managing their queries. Processing registration forms, appointment requests and referrals to other services.

Job Title: General Practice Administration Assistant

Main Purpose of the role: The primary function of the General Practice Administration Assistant is to provide cross organisational support to the different teams within the practice, ensuring continuity and consistency in workflow delivery. The role will involve working at both Christchurch and Willow Surgeries.

Special requirements of the post

Post holders will need to be highly organised, with an ability to manage multiple duties within our various practice administration teams.

Weekly work shift patterns will be provided, however, the post holder must be flexible in their approach as these may change, depending on daily staffing levels.

Post holders will be required to cover short-term and long-term absence such as sickness, annual leave, maternity/paternity leave. A high level of flexibility and commitment to supporting all teams is essential.

A minimum of 22 hours per week is required, with an understanding that additional hours may be required on occasion.

Due to the wide scope of the role, responsibilities will change as knowledge and comprehension develops. Postholders are expected to develop their skills and understanding, with the long-term goal of fulfilling all responsibilities within each of the areas mentioned below.

Requirements of the role

Resilience and an ability to work collaboratively with multiple teams.

Potential to grasp different work processes and concepts quickly.

Adaptable to ever changing work environments and work streams.

Able to act on own initiative and be both self-directed and motivated.

To have an excellent, positive customer service mindset.

Very good IT skills and a thorough understanding of Microsoft Office.

High level of literacy, with excellent verbal and written communication skills.

To have an understanding, acceptance and adherence to the need for strict confidentiality and clinical governance.

A flexible approach to work pattern and to increase working hours when the demand arises, such as holiday and/or sickness absence.

To ensure own statutory & mandatory training records are up to date within Teamnet and in accordance with Practice requirements.

Main Duties of the role

The General Practice Administration Assistant will be supported by the Operations & Workforce Manager. The General Practice Administration Assistant is responsible for providing structured, cross organisational support to different teams:

Administration Team

Core responsibilities

EMIS document workflow

Temporary patient registration workflow management via the Portal

New patient registration workflow

Detailed coded records

Proxy access

Child Health and immunisation workflow

Distribution of unmatched lab reports

Mammogram coding

Baby blood spots

Diabetic eye screening workflow

Opening & distributing post

Any other duties as required to maintain optimum workflow within the administration team.

Medical Secretary Team

Core responsibilities

Audio Typing using Lexicom Transcribe

E-referrals and advice & guidance letters

EMIS task workflow

Docman task workflow

NHS mail workflow

Telephone queries with external health providers

Minute taking

Any other duties as required to maintain optimum workflow within the medical secretarial team.

Triage Team

Core responsibilities

Using Sentiers, a Care navigation system tailored to this practice, to triage appointment requests ensuring appointments are allocated in order of clinical priority

At Downend Health Group, our team and their wellbeing are some of our key priorities. The organisation has grown from humble beginnings with a skeleton staff, to a workforce of over 100 employees, providing services from two purpose-built surgeries.

We are here to look after you as much as we are able. We have a range of policies to help staff from a Menopause Policy to resources on Mental Wellbeing. We also understand that flexibility is key to a successful work- life balance and where possible, we offer flexibility in working patterns to accommodate your needs.

Downend Health Group know that all work and no play isn't great for anyone - we hold social gatherings, we run sweepstakes on sporting events and deliver a monthly reward scheme that recognises employees who have gone the extra mile. We value you and your commitment to the practice and like to recognise this with small tokens of appreciation.

Our recruitment process is fast and friendly, at interview we offer a relaxed approach which we think is the best environment for you to learn a little about us and where we can get to know you. We wont keep you waiting long on our decision either and will respond to you as quickly as possible. We welcome applications for our non-clinical roles no matter what your career background. Our workforce team is built around common goals and values, and empathy and patience are key attributes, we also value your life skills which we believe are transferable to our workplace.

Qualifications