Practice Senior Administrator/ Secretary - London, United Kingdom - GP Surgery

GP Surgery
GP Surgery
Verified Company
London, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

CLERKENWELL MEDICAL PRACTICE

PRACTICE SENIOR ADMINISTRATOR/ SECRETARY

JOB DESCRIPTION




REPORTS TO:
The Middle Management Team




ACCOUNTABLE TO:
The Partners and Practice Manager




HOURS:
Monday to Friday 37.5 hours per week

Job Purpose:


The key role of the Practice Senior Administrator/Secretary is to perform administrative and clinical support duties on behalf of the office staff.

The Practice Senior Administrator/Secretary supports other staff with organisational tasks and is vital to ensure the smooth running of the practice.

As part of the operational team, the office assistant should demonstrate a high standard of customer service, maintain attention to detail, show skills in multi-tasking, co-ordination and communication.

They must also work with accuracy and in accordance with the practice procedures, processes, and protocols, and always maintain complete confidentiality.


Job responsibilities will be shared between three full time admin positions

Job responsibilities

Provide support to the administrative staff

  • Support the middle management team in the daytoday coordination of the practice
  • Support the Practice Manager and Clinical Performance Manager to ensure quality performance and compliance across the practice (recalls).
  • Deal with any problems reported by the members of the team
  • Coordinate the schedule for regular meetings and maintain accurate minutes, attend internal and external meetings when required to represent the Practice
  • Managing day to day clinical room Rota
  • Keep the practice manager/ middle management team informed of any matters arising or problems / potential problems
  • Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
  • Ensure communication systems are running smoothly and doctors, nurses, pharmacists, and nonclinical staff are kept fully informed of changes to and developments in operational procedures
  • Assist with production, upkeep, and accessibility of practice procedures and protocols
  • Creating and updating records ensuring accuracy and maintaining information validity
  • Creating, editing and updating spreadsheets
  • Creating and maintaining an online system for delivery/ dispatch notes.
  • Resolve officerelated and clinical room malfunctions and respond to requests and issues
  • Assists with organising events

Patients services:


  • Undertake daily key operational tasks, examples include running results/document links and appropriately allocating to clinicians, appointment text message system management and review
  • Managing (reassigning) tasks/ requests/ documents when a team member is absent.
  • Manage Safety netting system
  • Manage eRS workflow
  • Provide secretarial cover
  • Manage SCR workflow
  • Recalls including running weekly recall toll and recalling patients for LTC, cervical cytology, childhood immunisations and any other central database generated services/requirements
  • Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
  • Cytology
  • Support flu and other vaccination clinics and coordinate staffing
  • Pathology results
  • Immunisation recalls (excluding childhood immunisations)
  • Managing Antenatal/ Postnatal care:
  • New baby registrations
  • Child Imm/ 68 weeks' check program
  • Postnatal check
  • Assisting the Practice Operations Manager in Minor Surgery management, ie booking patients in.
  • Manage patient information such as slideshow in the reception, leaflets, etc.

Secretarial responsibilities:


  • To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, etc in an accurate and quality manner.
  • Use of the eReferral Service system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient.
  • Resolving problems which relate to the eReferral Service. This includes changes to place of referral and dealing with rejected referrals.
  • To retrieve medical records and assist in the completion of medical/insurance records.
  • To copy and check medical requests for Solicitor requests.
  • Liaising with the Solicitors and the GP to ensure the copies of medical records are provided within a timely manner.

Monitor stock levels, usage and re-order requirements of stationary, cleaning, refreshments and sundry items

  • On a regular and ad hoc basis, monitor general usage and reorder requirements for stationary, cleaning, refreshment, and sundry items
  • Maintaining clinical and office room equipment such as printers, PCs, etc.
  • Supporting the HCA and nursing team with the clinical room, reception and PPE stocking as necessary
  • Ensure the practice kitchen is stocked and maintained, including unloading the dishwas
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