Job summary
Newton Place Surgery is looking to recruit a part-time Administrative Assistant to join our friendly team.
The key role of the position is to assist with the Quality Outcomes Framework.
Main duties of the job
To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
You will be responsible for sending out monthly invites and blood forms and checking if patients attend their annual reviews.
About us
NNewton Place Surgery has a large multidisciplinary team including 17 GPs, practice nurses, Associate Practitioners and HCA. We also employ other allied health professionals such as a Mental Health Practitioner, First Contact Practitioners, ANPs, Paramedic Practitioners, Clinical Pharmacists and GP Assistants. We are a forward-thinking practice, committed to delivering high-quality care to our 19,400 registered patients.
Newton Place Surgery is a vibrant purpose-built surgery with a great family feel, set in the beautiful market village of Faversham in the countryside of Kent. The practice has good transportation links, being less than 1 mile from Faversham train station and not far from the M2 turn-off.
We offer a variety of additional on-site services such as ultrasound, audiology, physiotherapy, women's health, minor surgery, ECGs, and spirometry and we are also a covid vaccination site. The practice is actively involved in research and employs a small team to support this. We are also a training practice.
Job description
Job responsibilities
Primary Responsibilities
The following are the core responsibilities of the Administration Assistant. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
1. Add and adjust clinical appointment templates as necessary
2. Ensure the clinicians annual leave is reflected in the appointment system
3. Assist with rescheduling sessions when necessary. This could include contacting patients to advise them of their appointment being moved
4. Action tasks sent to the planning team
5. Assist with the planning the timetables for trainees who have a placement at the practice
6. Assist with the call and recall of patients for QOF reviews / investigations and inviting into our other inhouse services
7. Set up and record the daily clinical meetings when required
8. Request blood tests as required for patients routine monitoring
9. Assist the operations manager in the delivery of the covid and flu vaccination programme
10. Input data into the patients healthcare records as necessary
11. Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately
12. Monitor and action emails sent to the planning team and reception team when required
13. Welcome patients and visitors to the organisation, directing requests appropriately
14. Support reception staff, providing cover during staff absences
15. Support all clinical staff with general administrative tasks as requested
Good customer service, IT and communication skills are essential to meet the demands of the job.
Person Specification
Qualifications
Essential
16. GCSE Mathematics & English (C or above) or
17. equivalent
Desirable
18. NVQ Level 2 in Health and Social Care
Skills
Essential
19. Excellent communication skills (written and oral)
20. Strong IT skills
21. Clear, polite telephone manner
22. Competent in the use of Office and Outlook
23. Effective time management (planning and organising)
24. Ability to work as a team member and autonomously
25. Good interpersonal skills
26. Problem solving and analytical skills
27. Ability to follow policies and procedures
Desirable
28. EMIS user skills
Experience
Essential
29. Experience of working with the general public
30. Experience of working with the general public
Desirable
31. Experience of working in a healthcare setting