Administration, IT and Social Media Assistant
Job Title: Administration, IT and Social Media Assistant
Responsible to: Assistant Practice Manager
Accountable to: Assistant Practice Manager / Practice Manager
Salary: £9.00ph (FTE £17,363.62)
Hours: 22 hours per week (Negotiable), 5 days Mon-Fri
Location: Linden Medical Centre & Ise Medical Centre (other venues as appropriate)
Duties and Responsibilities
We are looking to recruit a creative, ambitious and enthusiastic part time Admin, IT and Social Media Assistant to join our friendly forward thinking Practice team. This is an exciting and varied role where you will be working closely with and supporting the Assistant Practice Manager with a wide range of IT and administrative duties to support the clinical provision and smooth running of the Practice. In this role the candidate will be researching and creating content for the Practices website, social media platforms and other platforms of patient information/engagement. Another key area to this role is providing basic IT support to staff and where applicable raising calls with the local IT service desk and ensuring faults are resolved in a timely manner. In addition, the post-holder will also provide administrative support as required, in line with the needs of the practice.
The person we are looking for will have a committed and focused attitude to the job and an inquisitive mind with the ability to look at things in a logical manner. The suitable candidate must also be able to demonstrate integrity and an understanding of the confidential nature of the work. You must be comfortable working to multiple demands and priorities within a busy GP Practice. Previous experience within a healthcare environment would be helpful but not essential as training will be provided.
In addition, the post-holder will also provide administrative support as required, in line with the needs of the practice.
The main duties:
- Supporting the Assistant Practice Manager
- Responding to telephone, email and online platform generated enquiries
- Carrying out research for the preparation of new material for social media platforms and website
- Creating content and updating the Practice website regularly
- Creating content and posting/scheduling content on suitable platforms
- Update and maintain the Practices Virtual Patient Participation Group
- Write and distribute e-newsletters to subscribers
- Promote, Collate and Analyse patient survey data
- Providing basic IT support to staff and where applicable raising calls with the local IT service desk and other external agencies, ensuring faults are resolved in a timely manner
- Assist with premises related record keeping and assessment
- Assist with Health Campaigns
- Photocopying and preparation of medical records for the Finance Officer
- File and store records as required
- Action incoming emails and tasks in a timely manner
- Input data into the patient’s healthcare records as necessary
- Maintain a clean, tidy, effective working area at all times
- Other roles as required to maintain accurate patient information
- Liaise with all members of staff, GP’s and outside organisations
You will be required to undertake a wide range of administrative duties to support the clinical provision within the Practice and to work with the teams to ensure appropriate cover during holiday period and staff sickness. Other ad-hoc duties as appropriate to the post and as required ensuring the smooth running of the Practice.
Qualifications - Essential
Educated to GCSE level or equivalent
Qualifications - Desirable
GCSE Mathematics & English (C/4 or above)
Experience - Essential
Experience of working with the general public
Experience in the use of social media platforms
Experience - Desirable
Experience of working in a healthcare setting
Experience of data analysis and the production of reports
Skills - Essential
Excellent communication skills (written & oral)
Excellent IT skills
Skilled in using social media platforms (Facebook)
In-depth knowledge of Microsoft Office, Word, Publisher etc.
Ability to prioritise and work to tight deadlines in a fast-paced environment
Good interpersonal skills
Ability to work as a team member and autonomously
Ability to follow policy and procedure
Effective time management (planning and organising)
Problem-solving and analytical skills
Skills - Desirable
SystmOne user skills
Personal qualities - Essential
Polite and confident
Flexible and cooperative
Excellent interpersonal skills
Motivated and proactive
Ability to use initiative and judgement
Forward thinker with a solutions-focused approach
High levels of integrity and loyalty
Sensitive and empathetic in distressing situations
Ability to work under pressure
Ability to use initiative and make relevant recommendations to line manager
Other requirements - Essential
Disclosure Barring Service (DBS) check
Maintains confidentiality at all times
Full UK driving licence
Other requirements - Desirable
Flexibility to work outside core office hours
All staff at Linden Medical Group have a duty to conform to the following:
Ensure and maintain effective communication with individuals and groups within the practice environment and with external stakeholders.
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
In the performance of the duties outlined in this Job Description, the post‐holder will have access to confidential information regarding the patients, the practice, its partner organisations and stakeholders. All such information from any source is to be regarded as strictly confidential information relating to patients, carers, colleagues, other staff or the business of the Practice or related organisations may only be divulged to authorised persons in accordance with the Practice’s policies and procedures relating to confidentiality and the protection of personal and sensitive data. The post holder will be responsible for ensuring that they notify the Practice Manager or a Partner of any breach or suspected breach of confidentiality at the earliest possible time.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
On arrival at the practice all personnel are to complete a practice induction programme.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Staff at Linden medical Group must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
At Linden Medical Group, all staff are required to dress appropriately for their role. Nursing and some administrative staff will be provided with a uniform whilst other clinical staff must dress in accordance with their role.
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take their allotted leave each year, and should be encouraged to take all of their leave entitlement.