Job description

Job responsibilities

General Administration

• Compile the Nursing Teams rotas on a monthly basis, 6 weeks in advance to allow time for appointments to be added to the clinical system. This is to include annual leave and training.
• Manage a training tracker for the nursing team and send reminders when training is due.
• Create the agenda, attend and take minutes for the Nurse meetings.
• Conduct searches and reports as required using the EMIS system.
• Review DOCMAN workflow, actioning anything as required by the nursing team.
• Maintain, file and distribute any Patient Group Directions (PGDs) to the nursing team in a timely manner.
• Post questionnaires to patients using the available clinical systems, for example COPD and Asthma in a timely manner.
• Create, print, and effectively display Public Health promotion for the practice.
• Photocopy, scan, file and proof reading in a timely and accurate manner.
• Code screening results under the supervision of the Lead Nurse, including Breast screening, Bowel Screening, Cytology and Diabetic Eye screening results.

Clinics, Immunisations and Vaccinations

• Liaise with the QOF and Claims Managers in arranging clinics and managing patient registers. This includes reviewing recall lists, contacting patients via text, assessing which clinician is most suitable and booking appointments. Complete review forms and post management plans where necessary.
• Assist with the administration of the Annual Flu Campaign. This includes writing the practice flu plan, organising staff for clinics, arranging visits to care homes and housebound patients, distributing correspondence to patients and other healthcare services, logging and communicating Patient Group Directions (PGDs) and Patient Specific Directions (PSDs).
• Monitor stock levels, and order Immunisations and vaccines where necessary, and in adherence to protocol.
• Deal with general queries on Immunisations and vaccines via phone, e-mail and post in a timely manner, directing to others where appropriate.

Miscellaneous

• Liaise with Public Health England for updated information on clinical procedures and processes.
• Liaising with the Nursing Team & QOF and Claims Managers and attending meetings as and when required.
• Receive any deliveries of onsite drugs, ensure secure and safe storage and review daily stock to ensure all are accounted for.
• Conduct daily fridge temperature checks and recordings to ensure suitable temperature for the storage of drugs, organising annual servicing and regular cleaning of the fridges.
• Monitor the Oxygen cylinder levels and re order.
• Check, order and restock all clinical rooms weekly including emergency equipment/drugs.

General Duties

• To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.
• To contribute to the development of services, including processes, templates and principles.
• To treat all members of the public with respect and not to discriminate on the grounds of age, disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, or pregnancy and maternity or any other issue.
• To ensure that Health and Safety guidelines are observed at all times and alert management to any concerns raised by staff or members of the public.
• To be aware of guidelines relating to the safeguarding of children and vulnerable adults.
• To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.
• To take part in any statutory and mandatory training or other training and development programmes as requested.
• Any other reasonable duties as directed by your line manager.
• Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.
• Full terms and conditions of employment will be issued if an offer of employment is made.

Job responsibilities

General Administration

• Compile the Nursing Teams rotas on a monthly basis, 6 weeks in advance to allow time for appointments to be added to the clinical system. This is to include annual leave and training.
• Manage a training tracker for the nursing team and send reminders when training is due.
• Create the agenda, attend and take minutes for the Nurse meetings.
• Conduct searches and reports as required using the EMIS system.
• Review DOCMAN workflow, actioning anything as required by the nursing team.
• Maintain, file and distribute any Patient Group Directions (PGDs) to the nursing team in a timely manner.
• Post questionnaires to patients using the available clinical systems, for example COPD and Asthma in a timely manner.
• Create, print, and effectively display Public Health promotion for the practice.
• Photocopy, scan, file and proof reading in a timely and accurate manner.
• Code screening results under the supervision of the Lead Nurse, including Breast screening, Bowel Screening, Cytology and Diabetic Eye screening results.

Clinics, Immunisations and Vaccinations

• Liaise with the QOF and Claims Managers in arranging clinics and managing patient registers. This includes reviewing recall lists, contacting patients via text, assessing which clinician is most suitable and booking appointments. Complete review forms and post management plans where necessary.
• Assist with the administration of the Annual Flu Campaign. This includes writing the practice flu plan, organising staff for clinics, arranging visits to care homes and housebound patients, distributing correspondence to patients and other healthcare services, logging and communicating Patient Group Directions (PGDs) and Patient Specific Directions (PSDs).
• Monitor stock levels, and order Immunisations and vaccines where necessary, and in adherence to protocol.
• Deal with general queries on Immunisations and vaccines via phone, e-mail and post in a timely manner, directing to others where appropriate.

Miscellaneous

• Liaise with Public Health England for updated information on clinical procedures and processes.
• Liaising with the Nursing Team & QOF and Claims Managers and attending meetings as and when required.
• Receive any deliveries of onsite drugs, ensure secure and safe storage and review daily stock to ensure all are accounted for.
• Conduct daily fridge temperature checks and recordings to ensure suitable temperature for the storage of drugs, organising annual servicing and regular cleaning of the fridges.
• Monitor the Oxygen cylinder levels and re order.
• Check, order and restock all clinical rooms weekly including emergency equipment/drugs.

General Duties

• To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.
• To contribute to the development of services, including processes, templates and principles.
• To treat all members of the public with respect and not to discriminate on the grounds of age, disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, or pregnancy and maternity or any other issue.
• To ensure that Health and Safety guidelines are observed at all times and alert management to any concerns raised by staff or members of the public.
• To be aware of guidelines relating to the safeguarding of children and vulnerable adults.
• To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.
• To take part in any statutory and mandatory training or other training and development programmes as requested.
• Any other reasonable duties as directed by your line manager.
• Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.
• Full terms and conditions of employment will be issued if an offer of employment is made.

Person Specification

Qualifications

Essential

• Good level of education including competent levels of numeracy and literacy

Experience

Essential

• Understand the importance of maintaining patient and data confidentiality
• Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations
• Experience of setting up and maintaining effective administrative filling systems
• Experience of work involving regular and accurate data inputting

Desirable

• Knowledge of office management systems and procedures
• Experience of working with Microsoft packages including, word, excel and power point
• Experience of working with EMIS and DOCMAN
• Previous administration experience within a medical environment
• Knowledge and understanding of the National Health Service

Key skills

Essential

• Able to communicate effectively and collaboratively across varied disciplines
• Able to work in a well-organised and professional manner, maintaining concentration and accuracy
• Able to manage conflicting priorities
• Good telephone manner

Personal Attributes

Essential

• Willingness to learn and adapt to change
• Highly customer focused
• Understanding and approachable
• Strives for excellence
• Honest and fair
• Leads by example
• Positive can do attitude

Qualifications

Essential

• Good level of education including competent levels of numeracy and literacy

Experience

Essential

• Understand the importance of maintaining patient and data confidentiality
• Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations
• Experience of setting up and maintaining effective administrative filling systems
• Experience of work involving regular and accurate data inputting

Desirable

• Knowledge of office management systems and procedures
• Experience of working with Microsoft packages including, word, excel and power point
• Experience of working with EMIS and DOCMAN
• Previous administration experience within a medical environment
• Knowledge and understanding of the National Health Service

Key skills

Essential

• Able to communicate effectively and collaboratively across varied disciplines
• Able to work in a well-organised and professional manner, maintaining concentration and accuracy
• Able to manage conflicting priorities
• Good telephone manner

Personal Attributes

Essential

• Willingness to learn and adapt to change
• Highly customer focused
• Understanding and approachable
• Strives for excellence
• Honest and fair
• Leads by example
• Positive can do attitude

Disclosure and Barring Service Check

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.

Employer details

Employer name

Invicta Health CIC

Address

St. James Surgery

2 Harold Street

Dover

Kent

CT16 1SF

Employer's website

https://invictahealth.co.uk/ (Opens in a new tab)