GP Administrator

Moulton Surgery is an NHS general practice with over 100 years of experience, delivering high quality, evidence based care in a family friendly setting.

We are looking to recruit a flexible, self motivated, and hardworking person for our busy administration department.

Main duties of the job

Work Monday, Tuesday, Wednesday and Friday, 8 am - 4/5 pm (total of 32 hours per week).

Undertake a range of administrative and secretarial duties for the Practice Team.

Work in accordance with written protocols and procedures to ensure accuracy and compliance.

Build productive relationships with all work colleagues and other key external personnel.

Job responsibilities

Daily maintenance and processing of computer links/tasks/transactions with the Registration Department and hospitals.

Produce the doctors' rota, enter onto the computer, and produce the weekly room rota. Support in producing non clinical staff rotas.

Deal with computer problems as they arise, including printer and cartridge problems; keep logs of queries and printer status on each computer; log IT queries referred to the helpdesk.

Manage maternity service administration.

Patient registrations, temporary residents, immediate and necessary changes of address, deductions.

Process electronic correspondence (e.g., OOH reports, hospital correspondence, and other SystmOne tasks).

Vaccinations and immunisation administration.

Stationery and prescription ordering.

Cervical cytology administration, including prior notification lists, quarterly targets and audits.

Take telephone calls and answer queries.

Process Anima online requests.

Take daily post to the post office at the end of the day on a rota basis.

Request notes from off site storage as necessary.

Process incoming and outgoing internal mail bag and distribute mail as required.

Set up and administer clinics (e.g., asthma, diabetes, flu) including sending out appointment letters to patients.

Type and administer private paperwork (e.g., medical reports, solicitors' requests); include invoicing, reconciling paid invoices and chasing unpaid invoices.

Chase hospital appointments and obtain urgent appointments when required.

Scan letters and reports onto patient notes when required in conjunction with other members of the administration and reception teams.

Read and code incoming correspondence and summarize new patient notes onto the clinical system in a timely manner and according to practice protocols.

Provide administrative support to the Practice Nurses during childhood vaccination clinics.

Provide annual leave and sickness cover to other members of the Administration Team.

Provide medical secretarial cover if there are staff absences.

Provide administrative support for safeguarding, discharge from secondary care, research, GP training programme, and PAC meetings.

Duties may vary from time to time under the direction of the Practice Manager, dependent on current and evolving practice workload and staffing levels.

Qualifications

• Good standard of education

Experience

• Analytical skills
• Good telephone manner, even when under pressure
• Excellent interpersonal, verbal and written communication skills
• Clear and concise
• Enthusiastic, honest and reliable
• Ability to prioritise work to ensure deadlines are met
• Ability to resolve problems and work with colleagues to implement solutions
• Experience of working in a GP practice
• Able to tolerate stress and manage appropriately within a busy environment
• Knowledge of medical codes and terminology