Administrator inRuislip inRuislip PUBLISHED MON 9 DEC 2024

Depending on experience PERMANENT GOOD SALARY

NHS

Wood Lane Medical Centre rFIjUXW1

Flexible Part-Time Schedule, The role offers a balance of 15-30 hours per week, allowing for a manageable work-life balance.

Supportive Work Environment, Join a dynamic and supportive admin team that fosters collaboration and teamwork.

Meaningful Contribution, Play a critical role in the healthcare system by providing essential administrative support to the primary health care team.

Diverse Responsibilities, Engage in a variety of tasks, from managing medical records to coordinating patient appointments, which keeps the work interesting.

Professional Development Opportunities, Participate in training programs and annual performance reviews to enhance personal and professional growth.

Important Role in Patient Care, Contribute directly to patient care management by ensuring medical records are accurate and accessible for consultations.

Commitment to Confidentiality and Ethics, Work in an environment that places a strong emphasis on patient confidentiality, equality, and health and safety.

The Wood Lane Medical Centre in Ruislip is seeking part-time Administrators to join their dynamic administrative team, requiring approximately 15 to 30 hours of commitment per week. The role involves providing essential administrative support to the primary healthcare team, ensuring the maintenance and accuracy of practice records. Key responsibilities include managing incoming documentation such as insurance reports and Subject Access Requests (SARS), overseeing BLINX Online Consultations, and using DOCMAN for document management. Additional tasks involve filing and organizing medical records, coordinating NHS Health Checks for eligible patients, and managing overflow reception tasks as needed.

Candidates must prioritize confidentiality and adhere to health and safety protocols while promoting an inclusive and respectful environment for patients and colleagues. The post-holder will also participate in professional development and quality improvement initiatives and contribute to effective communication within the team. This position offers flexibility while allowing the successful candidates to make a meaningful contribution to the healthcare practice.

Administrative support

We are seeking to recruit an Administrator/s to join our supportive and dynamic admin team. The role/s will be part-time, requiring a commitment of approximately 3-5 days per week (15 - 30 hours per week), offering the ideal balance for someone looking to contribute meaningfully while maintaining flexibility.

The successful candidate/s will provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:

Management of incoming insurance reports, SARS, iGPR etc

BLINX Online Consultations

DOCMAN

Cover DOCMAN management when DOCMAN administrator on leave

Notes filing

File Registrations & New Patient Questionnaires

File Cervical Screening Letters

Allocating documents when required (Pharmacist)

Secretarial/Administrative support

Sending out / booking of eligible patients into NHS Health Checks

Monitor and Action SARS/DOCMAN/WLMC email boxes

Documenting and allocating Private Letter requests

Cover Reception/Overflow telephone calls when required

Administrative Support

The role involves providing comprehensive administrative support to the primary healthcare team, ensuring all practice records are maintained accurately and efficiently. Key responsibilities include:

Managing incoming documents such as insurance reports, Subject Access Requests (SARS), iGPRs, and other correspondence.
Handling BLINX Online Consultations promptly and effectively.
Utilising DOCMAN for document management, including providing coverage during periods of leave for the DOCMAN administrator.
Conducting whole notes filing to ensure patient records are complete and organised.
Filing new patient registrations, questionnaires, and cervical screening letters with accuracy and timeliness.
Allocating and documenting relevant files and information to appropriate team members, such as the pharmacist.

Coordinating and booking eligible patients for NHS Health Checks, ensuring all appointments are scheduled efficiently.
Monitoring and taking action on incoming emails and tasks from SARS, DOCMAN, and WLMC email inboxes.
Processing and allocating requests for private letters and related documentation.

Additional Responsibilities

Providing reception and telephone coverage during busy periods or when required to manage overflow.
Offering additional administrative support to the team as needed to ensure the smooth running of the practice.

About us
Job Summary:
To provide administrative support and services to all members of the practice team.
Job responsibilities:
Management of medical records
Ensure that records are accurately assembled in advance of each consulting session

Ensure that records are available in the instances of urgent consultation

Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to

Ensure correspondence, reports, results etc. are filed in correct records

Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

Management of appointment system
Ensure total familiarity with all appointment systems including regular and incidental variations

Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record

Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients

Monitor effectiveness of the system and report any problems or variations to the Senior Receptionist

Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
Management of incoming insurance reports, SARS, iGPR etc
BLINX Online Consultations
DOCMAN
Cover DOCMAN when DOCMAN administrator on leave
Notes filing
File Registrations & New Patient Questionnaires
File Cervical Screening Letters
Allocating documents when required (Pharmacist)
Secretarial and administrative support
Sending out / booking of eligible patients into NHS Health Checks
Monitor and Action SARS/DOCMAN/WLMC email boxes
Documenting and allocating Private Letter requests
Cover Reception/Overflow telephone calls when required
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize peoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services
The post-holder will:
Apply practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

More information related to this job opportunity, from jobsincare:

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More about the NHS

The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...

Useful skills for an Administrator: Click to view

To work as an Administrator in the UK, you typically need a combination of technical skills, soft skills, and relevant experience. Here are some key skills that are often sought after in administrative roles:

Technical Skills:

1. Computer Literacy: Proficiency in using word processing, spreadsheet, and presentation software (e.g., Microsoft Office Suite: Word, Excel, PowerPoint).

2. Data Entry and Management: Ability to accurately enter and manage data in databases and other systems.

3. Organisational Software: Familiarity with tools like project management software (e.g., Trello, Asana), email clients, and calendar management systems.

4. Basic Financial Skills: Understanding of budgeting, invoicing, and basic accounting processes may be advantageous.

5. Record Keeping: Ability to maintain and manage physical and digital filing systems.

Soft Skills:

1. Communication Skills: Strong verbal and written communication skills for effective interaction with colleagues, clients, and stakeholders.

2. Attention to Detail: A keen eye for detail to ensure accuracy in documentation and tasks.

3. Time Management: Ability to prioritize tasks and manage time efficiently to meet deadlines.

4. Problem-Solving: Capability to identify issues and provide practical solutions.

5. Teamwork: Willingness to work collaboratively with others in a team environment.

Interpersonal Skills:

1. Customer Service: Skills in dealing with clients and providing excellent service when required.

2. Professionalism: Maintaining a professional demeanor within the workplace.

3. Adaptability: Flexibility to adapt to changing situations and demands.

Additional Considerations:

- Experience: Previous administrative experience can be beneficial, although entry-level positions may not require extensive experience.

- Qualifications: While not always necessary, having relevant qualifications (such as an NVQ in Business Administration or similar) can be advantageous.

- References: Good references from previous employers can enhance your application.

Continuous Learning:

- Staying updated with new technologies and software commonly used in administration can also be beneficial for career advancement.

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51.5712175 -0.4251429 Ruislip

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