Administrator - Alliance Teaching Practices(ATP)

Administrator - Alliance Teaching Practices(ATP)

Coventry & Rugby GP Alliance is looking to recruit a dedicated and proactive Administrator to join our friendly and supportive team at The Alliance Teaching Practice

The post holder will be responsible for maintaining accurate records and monitoring systems, assisting with administrative processes, and supporting the evolving needs of the service. Responsibilities will vary in line with operational requirements and may encompass a broad range of administrative duties, undertaken according to workload demands and service priorities.

You will provide comprehensive administrative and secretarial support, helping to ensure the efficient day-to-day operation of The Alliance Teaching Practice. Working collaboratively with colleagues across the organisation, you will contribute to the delivery of high-quality services and a positive experience for patients and stakeholders.

Main duties of the job

• Accurately transcribe complicated dictation with complex medical terminology, requiring concentration and appropriate attention to detail for prolonged periods, while subject to frequent interruptions.
• Compose letters as appropriate and undertake transcription of dictation.
• Receive and process all incoming mail, bringing this and other relevant matters to timely attention of the medical staff and taking appropriate action as necessary, identifying issues to elevate to the relevant clinician.
• Efficiently process and record referral letters and medical reports.
• Preparation and production of document templates, e.g. hospital referrals, call letters, etc.
• Effectively operate the Choose and Book Referral computer system.
• The co ordination and administration of requests from solicitors and GPs for patient records in line with the Access to Medical Records Act and CRGPA DSAR Policy.
• Liaise with Healthcare professionals, patients, solicitors and other external organisations to assist with the resolution and administration of queries.
• Maintenance of appropriate system for monitoring of payments invoiced and received for non NHS services undertaken by the practice.
• Maintenance of directory for services available to patients, including consultants, chiropodists and other available services.
• Audit trail for referrals ensuring referral process is completed in timely manner.
• Undertake information retrievals for the Practice and patients best interests as requested by the GPs.

About us

At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, you'll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.

We take pride in offering a robust range of benefits to support our employees, including:

• Annual Leave: Enjoy 27 days of annual leave for full time employees, in addition to bank holidays.
• Sick Pay: Our enhanced sick pay policy ensures you are supported during times of illness.
• Pension Scheme: Access to the NHS pension scheme to secure your financial future.
• Enhanced Maternity Leave: We provide generous maternity leave to support new parents.
• Paternity Leave: We also offer paternity leave to allow new fathers to bond with their newborns.
• Blue Light Discounts: Take advantage of exclusive discounts available for our staff. After probation you can make an expense claim for the price of your blue light discount card and receive full reimbursement.
• Employee Assistance Network: Access support through our employee advice network for personal and professional challenges 365 days a year 24/7.
• Internal Awards: We recognise and celebrate the achievements of our staff through internal awards.
• Exclusive Discounts: Benefit from a variety of discounts that enhance your overall employee experience.

We are committed to creating a supportive and rewarding work environment for all our employees.

Job responsibilities

This role will require you to maintain information and monitoring systems, and to support the demands of the service.

Main Duties

• Accurately transcribe complicated dictation with complex medical terminology, requiring concentration and appropriate attention to detail for prolonged periods, while subject to frequent interruptions.
• Compose letters as appropriate and undertake transcription of dictation.
• Receive and process all incoming mail, bringing this and other relevant matters to timely attention of the medical staff and taking appropriate action as necessary, identifying issues to elevate to the relevant clinician.
• Efficiently process and record referral letters and medical reports.
• Preparation and production of document templates, e.g. hospital referrals, call letters, etc.
• Effectively operate the Choose and Book Referral computer system.
• The co ordination and administration of requests from solicitors and GPs for patient records in line with the Access to Medical Records Act and CRGPA DSAR Policy.
• Liaise with Healthcare professionals, patients, solicitors and other external organisations to assist with the resolution and administration of queries.
• Maintenance of appropriate system for monitoring of payments invoiced and received for non NHS services undertaken by the practice.
• Maintenance of directory for services available to patients. To include consultants, chiropodists and other available services.
• Audit trail for referrals ensuring referral process is completed in timely manner.
• Undertake information retrievals for the Practice and patients best interests as requested by the GPs.

Operations

• Work confidentially at all times.
• Work safely at all times in accordance with Legislative requirements and Practices policies and procedures.
• Answer telephones and assist reception function when required, ensuring an effective and efficient reception service is provided to patients and any other visitors to the Practice.
• Provide an efficient, courteous and responsive reception and telephone service to the public.
• Participate in new initiatives and future changes in service delivery improvements.
• Support the Team in promoting equal opportunities in the workplace and delivering services which are accessible and appropriate to the diverse needs of service users.
• Deal with all general enquiries.
• Carry out a range of administration duties including word processing and data inputting duties as required into the clinical system, fax, photocopy and post.

Facilities

• Have a thorough knowledge of all practice procedures and work in accordance with approved protocols.
• Ensure building security- have a thorough knowledge of doors/ windows/alarm.

Other Tasks

• Undertake a variety of administrative duties to assist in the smooth running of the service including the provision of clerical support to clinical staff and other members of the Practice team, or any other duties as requested by line manager.
• Contributing to the development and improvement of services to patients.
• Play an active role in the induction and training of new staff members.
• Support with the delivery of other targeted services delivered by Coventry and Rugby GP Alliance.
• Contributing 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.

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 Experience

• Previous experience in an administrative or reception role.
• Experience handling confidential information in line with GDPR.
• Experience using databases or electronic record systems ideally EMIS, SystmOne, or similar.
• Experience working in a GP surgery, NHS service, or healthcare setting.
• Knowledge of appointment booking systems and repeat prescription processes.

Qualifications

• GCSEs or equivalent in English and Maths Grade C/4 or above.
• Proficient in Microsoft Office - Word, Excel, Outlook and basic IT systems.
• Willingness to undertake further training relevant to primary care e.g., NHS systems training.
• NVQ Level 2/3 in Business Administration or equivalent.
• Training in medical terminology.

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.