Trainee Administrator

About this job

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 Requirements 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