Trainee Administrator

The following are the core responsibilities of the receptionist/administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Using specialist tools to extract the data needed
• Responding to data-related queries and keeping track of these
• Analysing data to identify trends
• Setting up processes and systems to make working with data more efficient
• Researching new ways to make use of data
• Producing reports and charts communicating trends within data to non-specialists
• Presenting information generated from data to clients and managers.
• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Action all incoming faxes
• Signpost patients to the correct service
• Process incoming and outgoing mail
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Process referrals to external agencies such as secondary care using the electronic referral system (ERS)
• Process calling letters are requested
• Process all DNA letters in accordance with current policy
• Action GP2GP tasks
• Read code data on EMIS Web
• Photocopy documentation as required
• File and store records as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patient’s healthcare records as necessary
• Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
• Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team
• Manage all queries (including administrative queries) as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area always
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested

Desired but not essential:

• Working with the general public
• Administrative duties
• Excellent communication and interpersonal skills
• Strong IT skills (Microsoft Office)
• Clear, polite telephone manner
• Time management
• Flexible and cooperative
• Integrity and loyalty