GP Practice Administrator

Haringey GP Federation; Manchester; On-site; GBP 22,000 - GBP 26,000; Full time

Job summary

A healthcare provider in Manchester is seeking a GP Practice Administrator. The candidate will handle administrative tasks, manage patient referrals, and support a busy practice with excellent organizational and communication skills. Ideal candidates will have experience in a GP practice and familiarity with clinical software. The role offers a supportive work environment with a commitment to developing staff and providing top healthcare services.

Benefits

30 days annual leave, increasing to 32 after five years

Flexible working hours

Access to wellbeing initiatives

Family friendly and carer policies

NHS staff discounts

Qualifications

• Experience working in a GP Practice.
• Competence in clinical software and office programs.
• Ability to handle reception and clerical duties.

Responsibilities

• Manage patient referrals while adhering to protocols.
• Provide administrative support to healthcare professionals.
• Assist with chronic disease management and patient records.

Skills

Communication skills

Organizational skills

Teamwork

Customer service skills

IT skills

Education

Good standard of secondary education

Tools

EMIS Web

Docman

Job description

GP Practice Administrator - City Health Centre

gtd healthcare is one of the largest, not-for-profit, NHS commissioned primary and urgent care providers in North West England. An excellent opportunity for a GP Practice Administrator has arisen in our City Health Centre Practice in the heart of Manchester City Centre.

The practice has a list size of approximately 15500 patients and also operates the Manchester Urgent Primary Care Hub which cares for all patients in Manchester as an urgent treatment centre.

The successful candidate will be friendly, confident, resilient, flexible, have well developed team work, communication, organisational and customer service skills. Experience of working in a GP Practice and using Emis Web & docman would be desirable but not essential.

We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.

Main duties of the job

• To have a thorough knowledge of all Practiceprocedures and protocols and know where to access them for reference adheringto them at all times
• To provide an efficient word processing service forGPs and Health Professionals as required. This includes patient referrals,following the agreed procedure, the typing of letters, reports and minutes, asrequired, accurately and to a high quality standard
• To support the data management team with chronicdisease recall systems, patient registers and any administration relating tocytology and immunisations as required
• To manage patient referrals ensuring robust followup and adherence to practice protocols at all times.
• Summarise new and existing patient notes followingappropriate training
• To receive incoming and initiate outgoing telephonecalls in order to facilitate timely and appropriate communications with others,taking messages and dealing with appropriate queries.
• To retrieve medical records and assist thecompletion of medical/insurance records requests.
• To undertake any other administrative tasks asdirected by the practice manager within field of competence or followingappropriate training.
• To liaise and arrange meetings as required and toattend meetings and take minutes.
• Ensure adherence at all times to the requirementsof the Data Protection Act
• To assist with the gathering of statistics andinformation when required.

For further details, please refer to the job description attached.

About us

At gtd healthcare, we do things differently. Our not-for-profit ethos and commitment to innovation offers patients the best experience possible and a unique opportunity to transform services.

We are committed to developing and supporting our people to achieve their career aspirations while making a positive impact on patients and the wider community. Our values drive everything we do, with our people at the heart of delivering the best possible healthcare.

Benefits package

As an employee of gtd healthcare, you will be able to take advantage of our benefits package, including:

• working for a values-led organisation;
• Real living wage employer;
• supporter of the Greater Manchester Good Employment Charter;
• access to Stream, which provides flexible, on-demand access to stream your pay during the month;
• salary sacrifice car benefit scheme;
• 30 days annual leave, rising to 32 after five years of continuous service;
• flexible working hours and policies;
• family friendly and carer policies;
• opportunities to apply for innovation and quality awards;
• access to gtd healthcare wellbeing initiatives;
• opportunity to become part of an employee owned organisation;
• gtd healthcare social and fun activities;
• cycle to work scheme;
• NHS staff discounts, a free Blue Light Card and Health Service Discounts;
• access to an employee assistance programme.

Job responsibilities

Administrative Duties

• To havea thorough knowledge of all practice procedures and protocols and know where toaccess them for reference adhering to them at all times.
• Toprovide an efficient word processing service for GPs and healthcare professionalsas required. This includes patient referrals, following the agreed procedure,the typing of letters, reports and minutes, as required, accurately and to ahigh-quality standard.
• Tosupport the data management team with chronic disease recall systems, patientregisters and any administration relating to cytology and immunisations asrequired.
• Tomanage patient referrals ensuring robust follow up and adherence to practiceprotocols at all times.
• Summarisenew and existing patient notes following appropriate training.
• Toreceive incoming and initiate outgoing telephone calls in order to facilitatetimely and appropriate communications with others, taking messages and dealingwith appropriate queries.
• Toretrieve medical records and assist the completion of medical/insurance recordsrequests.
• Toundertake any other administrative tasks as directed by the practice managerwithin field of competence or following appropriate training.
• Toliaise and arrange meetings as required and to attend meetings and takeminutes.
• Ensureadherence at all times to the requirements of the Data Protection Act.
• Toassist with the gathering of statistics and information when required.
• Undertakeall reception duties when required to support the practices at times of staffabsence.
• Act as a chaperone for general examinations if requested following appropriatetraining.
• Dealwith general enquiries and explain procedures as requested.
• Offergeneral assistance to the practice teams.
• Open uppremises at the start of the day, if first to arrive, de-activate the alarmmake all necessary preparations to receive patients for the opening time of thepractice.
• Whenlast to leave premises at the end of the day, ensure that the building istotally secured, telephone diverted to Out of Hours number, internal lights areswitched off and the alarm activated.
• Ensurethe reception area, notice boards and leaflet racks are tidy and free fromclutter and obstructions.

Thepost holder will participate in any training activity implemented by the practiceor gtd healthcare as part of this employment, such activity to include:

• Participationin an annual performance review (appraisal), including taking responsibilityfor maintaining a record of own development activity.
• Takingresponsibility for own development andlearning by following through objectives set at appraisal.
• Ensureattendance at identified training events.
• Attendinduction training, mandatory training and mandatory updates as required.
• Attendanceat practice meetings.
• Supportthe induction and training of new members of staff in reception procedures.

Quality

Thepost holder will strive to maintain quality within the practice by:

• Alertingother team members to issues of quality and risk.
• Assessingown performance and taking accountability for own actions, either directly orunder supervision.
• Contributeto the effectiveness of the team by reflecting on own and teams activities andmaking suggestions on ways to improve and enhance the teams performance.
• Workeffectively with individuals in other agencies to meet patients needs.
• Effectivelymanage own time, workload and resources.

Personal/ProfessionalDevelopment

Thepost holder will participate in any training activity implemented by thepractices or gtd healthcare as part of this employment, such activity toinclude:

• Participationin an annual performance review (appraisal), including taking responsibilityfor maintaining a record of own development activity.
• Takingresponsibility for own development and learning by following through objectivesset at appraisal.
• Ensureattendance at identified training events.
• Attendinduction training, mandatory training and mandatory updates as required.

Person Specification

Qualifications

• Good standard of secondary education.
• Demonstrable commitment to professional development.

Experience

• Working in a GP Practice.
• Working in a busy public reception environment.
• Working with Clinical software e.g. EMIS.
• Reception & clerical duties.
• Using computer office programmes.
• Dealing with the public/patients.
• Working in a busy telephone answering environment.
• Working as part of a team.
• Working in an NHS service.
• Working as a medical administrator.

Skills and attributes

• Excellent organisational skills.
• Excellent communication skills verbal and written.
• Polite, pleasant & professional interpersonal manner, both on the telephone and in person.
• Able to work effectively as part of a team.
• Able to work on own initiative & problem solve within own area of work.
• An understanding, acceptance & adherence to the need for strict confidentiality.
• Able to work without direct supervision and determine own work priorities.
• Able to work under pressure.
• Able to liaise effectively with a range of individuals/services within the practice, within gtd healthcare and externally.
• Excellent computer and IT skills.
• Excellent standard of word processing and keyboard skills.
• Good knowledge of medical terminology and read coding.
• Able to maintain an accurate and thorough approach to work.
• Able to work to set standards, policies & procedures.
• Interest & aptitude for learning new skills.
• Willingness to actively engage in appraisal, personal development and training.
• Awareness of diversity issues & able to work in a non-discriminatory manner.
• Flexible approach to undertaking a wide variety of tasks.
• Flexible approach to working hours, willingness to work anti-social hours, shifts, cover at other practices as required.
• Statistical & data analysis skills.

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.