Administration Assistant

NHS; Rugby; On-site; GBP 24,000; Part time

Job description

Job Summary

We have created additional hours in the administration team as part of our modernisation plans.

The post will be 30 hours per week, based on working Mon, Tue, Wed, Fri 9:00 - 17:00 although this is subject to any organisational requirements to alter these hours to support the operational needs.

Main Duties of the Job

Ensuring effective administration systems, communication mechanisms and procedures are in place to support the work of the practice and to ensure the delivery of a high quality administration service provided on a daily basis to patients, doctors and staff.

Participate in data activities within the practice administration area.

Understand the GMS contract and assist with the requirements of the Quality & Outcomes Framework.

Adhere to practice policies, priorities and the changing needs of the service and adapt the workload as required.

Offer general assistance to the whole practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.

About Us

The administration team continues to evolve and work practices are expected to change progressively over the next 12 months.

Date Posted

15 April 2025

Pay Scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year based on 2024 rates

Contract

Permanent

Working Pattern

Part-time

Reference Number

A4954-25-0000

Job Locations

Central Surgery, Corporation Street, Rugby, Warwickshire, CV21 3SP

Job Responsibilities

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Administration Coordinator, dependent on current and evolving practice workload and staffing levels:

1. Receive incoming telephone calls from patients and external healthcare professionals and ensure that all enquiries or messages are dealt with appropriately.
2. Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
3. Generate Patient recall systems, and activity associated with patient disease groups.
4. Develop an in depth knowledge of the GP contract and assist with the implementation strategy for the Quality & Outcomes Framework.
5. Audit the Quality Outcomes Framework performance indicators and implement strategies which address shortfalls in achievements.
6. Participate in the patient referral process, both NHS and private, ensuring comprehensive processes are followed.
7. Participate in the processing of insurance reports and medicals in accordance with the practice protocol.
8. Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
9. Receive incoming mail either am and/or pm and ensure it is sorted and distributed timely to relevant doctors and staff.
10. Ensure that all mail is franked at the appropriate rates and made available for collection.
11. Ensure that incoming hospital correspondence is processed promptly.
12. Undertake any scanning and coding duties and ensure that every effort is made to keep this up to date.
13. Undertake all appropriate filing required in the performance of your role.
14. Operate all relevant office equipment such as computer, scanner, photocopier etc.
15. Assist in the summarising process to maintain quality patient records.
16. Filing and retrieving paperwork.
17. Assist with the development of the policies needed to provide the necessary evidence in preparation for any CQC visit.
18. Provide cover to support absent colleagues.
19. Provide essential cover if required.
20. Attend courses as deemed necessary for the efficient running of the practice.
21. Participate in all administration processes as appropriate.
22. Ensure strict adherence to the practices computer security protocols.
23. Ensure processes comply with IG compliance, including DPA and GDPR.
24. Understand the way the practice processes and handles personal information relating to patients/service users.
25. To ensure all personal information is handled legally, securely, efficiently and effectively in order to support delivery of the best possible care.

The duties of the post may be reviewed and, if appropriate, changed by discussion with the post holder to ensure the provision of effective and efficient services.

Person Specification

Qualifications

Essential

• Level 3 education or equivalent.
• Standard Grade Mathematics or equivalent.
• Standard Grade English or equivalent.

Desirable

• Level 4 education or higher.

Personal Qualities

Essential

• Planning and organising.
• Performing under pressure.
• Adaptability to change.
• Team working.
• Self-motivated.
• Flexibility.
• Confidentiality.
• Aware of potential conflicts of interest.

Experience

Essential

• Previous general practice administrative experience.
• Previous customer service experience.
• Experience of working within a General Practice environment.
• Practical experience of computerised recording systems.
• Experience of higher level administration processes including audit.

Desirable

• Experience of complex administration including audit.
• Experience of IG compliance including regulatory processes.

Skills

Essential

• Excellent communication skills (Written and Oral).
• Excellent IT and Keyboard skills.
• The ability to follow procedures and work to deadlines.
• Ability to handle situations of potential conflict.
• Problem solving/complaint handling.
• Excellent Interpersonal skills.
• Ability to use own initiative.
• Ability to use Emis Web.

Desirable

• Ability to understand and use various software applications at an advanced level.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer Details

Employer Name: Central Surgery

Address: Central Surgery, Corporation Street, Rugby, Warwickshire, CV21 3SP

Employer's Website: https://centralsurgeryrugby.co.uk/