The Trainee Administrator handles data processing, client communication, appointment systems, and supports clinical staff while maintaining administrative efficiency.
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
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