Administrative Assistant – North Cardiff Medical Centre
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NORTH CARDIFF MEDICAL CENTRE
JOB DESCRIPTION
JOB TITLE: Administrative Assistant
REMUNERATION: £17,988
BASE: North Cardiff Medical Centre
HOURS: 25-30 hours (to be worked between 8 am & 5pm)
RESPONSIBLE TO: Practice Manager.
RESPONSIBLE FOR: The provision of administrative support to the practice team.
JOB SUMMARY:
To assist the clinical team in the provision of services to patients by undertaking administrative duties in an organised and efficient manner.
The post holder will be expected to exercise a high degree of initiative.
KEY WORKING RELATIONSHIPS
- Administration Team Leader
- Practice Manager
- Multidisciplinary team
DUTIES AND RESPONSIBILTIES
Key responsibilities
- To provide high level administrative support to the Practice prioritising and planning workload within Practice timescales.
- To act as a first point of contact, dealing courteously and appropriately with telephone and other enquiries.
- To prioritise and disseminate incoming/outgoing mail (including electronic mail) ensuring efficient communication and timely onward transmission of information.
- To assist with the production & processing of referrals, private medical reports and meeting minutes.
- To undertake workflowing, summarising and clinical coding duties.
- To assist with system ‘housekeeping’ activities-checking read codes, data entry and tidying of electronic patient records.
- To maintain effective systems for record keeping and filing.
- To provide administrative support to clinical groups, including agenda preparation, minute taking and dissemination of papers accordingly.
- To input data on standard databases/spreadsheets as required.
- To be responsible for efficient day to day organisation of general administrative duties, including excellent standard of office practice/administrative procedures.
This job description is not an exhaustive list of responsibilities but more an outline framework against which the post holder will be given flexibility to define the detail. The post may be liable to changes and/or variation dependent upon service needs, but this will be undertaken in consultation with the post holder and will be appropriate to the grade.
Competence
The post holder is responsible for limiting his/her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his or her competence during the course of his/her duties then s/he should immediately speak to his/her line manager.
Flexibility Statement
The content of this Job Description represents an outline of the job only and is, therefore, not a precise catalogue of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in light of changing circumstances, following consultation with the job holder.
Confidentiality
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. The unauthorised use or disclosure of patient or other personal/business information is a dismissible offence and in the case of computerised information could result in prosecution under the Data Protection Act.
Equality
The Practice will take all practicable steps to ensure that staff are recruited, managed, developed, promoted and rewarded on merit and that equal opportunities are given to all staff. Each employee is responsible for his or her own professional and personal behaviour and there is a requirement for all staff to conduct themselves in a manner, which does not cause offence to another person.
All employees must adhere to and perpetuate Practice Policies and Procedures, specifically Health & Safety at Work.
PERSON SPECIFICATION
Job Title: Administrative Assistant
Essential
Desirable
Method of Assessment
Qualifications
- Educated to GCSE level
RSA II Word Processing (part I & II) or equivalent experience
IT qualification
Application form / Certification Check
Experience
- Previous customer service experience
-Ability to work independently and make decisions.
- Experience of working in a busy office in an administrative role
- Experience and/or knowledge of medical terminology
- Participation at team meetings
- Paper light environments
Application Form / Interview/ References
Skills
-Excellent organisational skills
-Ability to communicate at all levels (oral and written)
-Evidence of using own initiative in varying circumstances.
-Evidence of working to deadlines.
-Effective analytical skills
- Ability to set up/maintain databases and spread sheets
Application Form / Interview/ References
Special Knowledge
Customer service and quality
- Experience & knowledge of:
- NHS/Primary Care
- Appointment systems
Application Form / Interview/ References
Personal Attributes
- Time management / prioritisation skills
-Able to operate in a changing environment
-A team player-flexible, adaptable and versatile.
- Flexible approach to working hours
- Ability and experience of influencing, negotiating with and persuading others.
Application Form / Interview/ References
Other
Full UK driving licence
Welsh speaking
Interview / Document Check
Date Prepared November 2021 Prepared By Sarah Morris
Date Reviewed Reviewed By
