.Administrative Assistant
The Manor Surgery, Osler Road, Headington, Oxford
Hours:37.5 hours per week, Monday to Friday
Salary: £13.16 per hour
We are a large GP Practice in Oxford, with approximately 26,000 patients, looking to recruit an enthusiastic, full-time Administrative Assistant with excellent communication and IT skills.
We operate across two sites, the Manor Surgery in Headington and Kennington Health Centre - this position is based in Headington.
We are a modern, friendly practice, with patient care at the heart of all we do. As part of our friendly and supportive admin team you will be responsible for undertaking a wide range of administrative duties.
This is a busy and demanding role that requires flexibility and the ability to think on your feet. We are looking for a team player with a 'can-do' attitude who will thrive in a high-pressure environment. You should be reliable, have strong organisational skills, excellent timekeeping and a strong work ethic.
Job Summary:
To provide general administrative support to the doctors and health professionals. Excellent IT skills are essential, with knowledge of Microsoft Office, patient /people skills along with an eye for detail and being prepared to be flexible as a key member of the practice team.
We are looking for a team player who will thrive in a high-pressure environment. You should be reliable, have good time keeping skills and a strong work ethic.
Key Responsibilities:
Duties may be varied from time to time under the direction of the Practice Manager and other senior members of staff, dependent on current and evolving practice workload and staffing levels:
* To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
* Scanning correspondence and allocating to patient records or onward electronic workflow according to practice policies and procedures.
* To provide an efficient typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
* Scan, file and workflow documents via Docman (Electronic Document Management and Workflow).
* Responding to tasks and requests sent via Docman and AccuRx.
* Review and manage internal task and communication lists, taking appropriate action to maintain workflow efficiency.
* To access medical records and process requests for targeted and full insurance reports using iGPR portal (Medical Reporting and Secure handling of patient data).
* To file patient records and correspondence in patient medical records.
* To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
* To maintain the computer clinic system in an accurate and secure manner.
* To assist with the gathering of statistics and information when required.
* To provide cover for members of the administrative team during periods of sickness and annual leave.
* Covering Reception if required.
* Any other duties as reasonably required by the Admin Manager.
Other requirements of the post-holder:
Confidentiality
* While 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 holder's role
* Undertaking periodic infection control training (minimum annually)
* Reporting potential risks identified
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 people's 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 team's 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 people's 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.
This job description should be regarded only as a guideline to the duties required and is not definitive or restrictive.
Job Types: Full-time, Permanent
Pay: £13.16 per hour
Benefits:
* Company pension
* Sick pay
Work Location: In person
Reference ID: ADMIN ASSISTANT