Medical Administrator

Devon Square Surgery is seeking a Medical Administrator to join our team of dedicated, patient-focused professionals. A comprehensive training package is provided for new employees.

Working hours will be fixed across between 3 to 5 days depending on full or part time requirement, and will include either one early or one late shift. In addition, flexibility in working hours will be required to work to cover staff absences/leave occasionally.

Applicants must have excellent customer service, administration, and IT skills. A systematic and accurate approach to clerical work is also essential for this role.

The main duties of the role are to:

Provide a professional, warm, and friendly reception and phone manner that is sensitive to patient circumstances.

Process incoming and outgoing correspondence.

Demonstrate excellent verbal communication and interpersonal skills.

Present a professional and smart appearance to patients.

Use own initiative and prioritise workloads according to patient and practice needs.

Devon Square Surgery is a well-established and popular primary care provider, with a list of approximately 9,600 patients. The practice is highly regarded for its approaches to collaborative working, training & teaching and personal development of its workforce. The practice consistently receives high patient satisfaction scores & is committed to clinical excellence. It also benefits from being in close proximity to Dartmoor National Park and the beautiful South Devon coast.

Devon Square Surgery is a member of Templer Care Primary Care Network, a group of four practices committed to providing collaborative healthcare solutions to the Newton Abbot and Kingsteignton area.

The successful candidate will work alongside a strong administrative & reception team, six doctors (four GP partners and two salaried GPs), a practice nursing team, and other healthcare professionals from the PCN, Intermediate Care teams and Torbay and South Devon Foundation Trust.

Employees will be required to:

• Carry out administrative tasks relating to patient records, including: filing, document management, facilitating patient access and processing new prescriptions.
• Scan and code incoming clinical correspondence. Take actions where appropriate, including forwarding to relevant clinicians for action if required.
• Ensure repeat prescriptions are generated accurately and efficiently within 48 hours, as specified by the practice.
• Take action as directed by other team members.
• Follow practice protocols to ensure consistent and high-quality care is provided to patients.
• Process surgery correspondence (paper and electronic), linking to patient records and maintaining a healthcare audit chain.
• Schedule appointments on the practice system, processing requests for “on the day” and pre-bookable appointments from patients – face to face and on the telephone.
• Ensure that all visitors and telephone callers to the practice are greeted professionally, and their requirements managed appropriately.
• Manage the flow of patients arriving at the reception desk for appointments, prescriptions or queries.
• Ensure pathology lab samples are correctly labelled and handled appropriately
• Maintain workplace infection prevention and control measures.

• Experience in customer service
• Experience of working with the general public Experience of administrative duties
• Experience working on reception
• Experience working within the NHS or other healthcare setting

• Educated to GCSE level or equivalent GCSE Mathematics & English (C or above)
• Previous use of Systm One, EMIS, or similar

• Skills:
• Excellent communication skills (written and oral)
• Strong IT skills, including ability to learn new systems
• Clear, polite telephone manner
• Competent in the use of all aspects of MS Office
• Effective time management (Planning & Organising)
• Ability to work both as a team member and independently
• Strong interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Flexibility to work outside of core office hours
• Polite and confident
• Flexible and cooperative
• Motivated Forward thinker
• Integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.