Job summary
Ivy Medical Group in Burton Joyce are looking for a friendly, organised and motivated Administrator to join our practice team. This varied role combines general practice administration and care navigation duties. The successful candidate will help ensure that patients receive a professional, efficient and supportive service.

Main duties of the job
The role will include processing correspondence and patient information, maintaining accurate healthcare records, handling administrative queries, booking appointments, process online requests, support prescription administration where required, and provide general administrative support. You will work closely with our clinical, reception and administrative colleagues to make sure information and requests are handled accurately, confidentially and within the appropriate timescales.

About us
Ivy Medical Group is committed to providing outstanding care and offering courteous, accessible and responsive services to our patients, families and carers. We promote supportive teamwork, confidentiality, equality and diversity, continuous improvement and high standards of patient care through the service we provide.

Job responsibilities
The post holder will be responsible for a wide range of administrative and patient-facing duties, including:

• Processing incoming and outgoing correspondence.
• Managing administrative queries from patients, staff and external agencies.
• Booking, amending and cancelling patient appointments.
• Processing online consultations and requests.
• Answering telephone calls and responding to patient enquiries effectively and professionally.
• Welcoming patients and visitors to the practice.
• Signposting patients to the most appropriate clinician, healthcare professional or service based on their needs.
• Maintaining accurate electronic patient records and entering data using appropriate clinical coding systems.
• Processing urgent actions and ensuring they are directed appropriately.
• Supporting the management of repeat prescription requests where required.
• Scanning, filing and securely storing documentation.
• Assisting with practice audits and searches as directed.
• Providing administrative support to clinical and management teams.
• Supporting reception and administrative colleagues during periods of absence or increased workload.
• Contributing to health promotion campaigns and other practice initiatives.
• Maintaining patient confidentiality and adhering to practice policies and procedures at all times.

Person Specification
Experience
Essential

• Experience of administrative work that is transferrable within a healthcare setting.
• Experience working with the general public.

Desirable

• Experience using SystmOne, EMIS or other clinical systems.
• Experience within a healthcare, NHS or primary care environment.
• Experience of working in a fast paced environment.

Skills and Knowledge
Essential

• Excellent communication skills, both written and verbal.
• Strong organisational skills and attention to detail.
• Competent in Microsoft Office and Outlook.
• Good IT skills and ability to learn new systems.
• Excellent telephone manner.
• Ability to prioritise workload effectively.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Desirable

• Knowledge of NHS services and patient pathways.

Personal Attributes
Essential

• Friendly, professional and approachable.
• Empathetic and patient-focused.
• Flexible and adaptable.
• Reliable and punctual.
• Able to work accurately under pressure.
• Committed to maintaining high standards of customer service.

Qualifications
Essential

• GCSE English and Mathematics (Grade C/4 or above) or equivalent.

Desirable

• Customer service qualification or equivalent.
• Healthcare-related qualification.

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.