Vacancy: Minor Surgery Administrator

Responsible to:

• Practice Manager / Assistant Manager

Accountable to:

• Practice Partnership

Job Summary

The post holder will be responsible for undertaking a range of administrative duties to support the efficient delivery of the busy minor surgery services and contracts carried out at the Practice. Duties will include but are not limited to, processing of minor surgery referrals, using the electronic referral service (ERS), arranging and amending appointments, sending out invitation letters for appointments, inputting patient registration details on to the clinical system, audio and copy typing letters, be the central point of contact for patients, doctors and external teams associated with the minor surgery services and contracts held, monitoring current waiting times, preparing monthly data collection to support the financial claiming process for the services. The post holder must work as part of a team, have the ability to organise and prioritise their own workload on a day to day basis.

Main Responsibilities

The following are the core responsibilities of the Minor Surgery 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:

• Provide a comprehensive administrative service to ensure the efficient delivery of the busy minor surgery services
• Process all minor surgery referrals as directed by the doctors specialising in minor surgery
• Arrange appointments using the electronic referral service (ERS)
• Add, amend and oversee appointments using the in house and external clinical appointment systems
• Prepare and send out invitation letters for minor surgery appointments
• Data entry of minor surgery patient registration details on to the clinical system and relevant patient information as required
• Complete audio and copy typing of letters
• Be the central point of contact for patients, doctors and external teams associated with the minor surgery services and contracts held
• Make and receive telephone calls to/for doctors, patients, referring surgeries and services and outside agencies
• Ensure that patients enquiries are handled courteously, efficiently and confidentially
• Run pre-set searches and prepare monthly data collection to support the financial claiming process for the services
• Send weekly updates to the lead minor surgery doctor regarding current waiting list times
• Alert minor surgery doctors to urgent concerns or outstanding issues as appropriate
• Organise and implement new systems/protocols as required for efficient, smooth running of minor surgery service
• Attend and participate in team, staff meetings and other meetings as required
• Assist with mentoring/training new staff, as directed by Assistant or Practice Manager
• Any other ad hoc duties as required

Confidentiality 

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• 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
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, including:

• Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal / Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance/appraisal review, including taking responsibility for maintaining a record of own personal and/or professional development and follow up any learning outcomes.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Attend and contribute to Practice Learning Events. 

Quality

The post-holder will strive to maintain quality within the practice, and will:

• Alert colleagues to issues of quality and risk, escalating to the Patient Services Supervisor or a clinician where appropriate
• Assess own performance and take accountability for own actions, either directly or under supervision, ensuring that effective, high quality patient care is at the heart of all actions.
• Contribute 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
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people’s needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

These duties may be changed from time to time, dependent on the needs of the practice. 

This will be done in consultation with the employee and, if appropriate, training and instruction will be given.

Person Specification

Classification	Essential attributes	Desirable attributes
Qualifications	Educated to GCSE level or equivalent	GCSE Mathematics & English (C or above)  NVQ Level 2 in Health and Social Care
Experience	Experience of working with the general public Experience of administrative duties	Experience of working in a health care setting as a medical administrator
Skills	Excellent communication skills (written and oral) Strong IT skills, including audio typing Clear, polite telephone manner Competent in the use of Office and Outlook Competent in audio and copy typing Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure	EMIS / SystmOne user skills
Personal Qualities	Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure
Other Requirements	Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check