Administrator - Pont Newydd Medical Centre

Job Summary

Salary available upon request. 28.5 hours a week, spread over 4 days.

Working hours:

Monday 8:00‑16:30 (30‑minute lunch), Tuesday 13:30‑18:30, Wednesday day off, Thursday 13:30‑18:30, Friday 8:00‑18:30 (30‑minute lunch). The Care Navigator supports the clinical team by signposting patients, acting as the central point of contact, liaising with multidisciplinary team members and external agencies, and undertaking reception duties such as welcoming patients, triage, registration, booking appointments and processing information in line with current policies.

• Process and signpost patients to the appropriate healthcare professional.
• Answer incoming phone calls and transfer or handle caller requests appropriately.
• Process personal, telephone and electronic requests for appointments.
• Action incoming emails and correspondence as necessary.
• Accurately detail information in patient records within the clinical system.
• Maintain and monitor the practice appointment system.
• Initiate contact and respond to requests from patients, team members and external agencies.
• Photocopy documentation as required.
• Data‑entry of new and temporary registrations and relevant patient information.
• Direct requests for information (e.g., DSAR, insurance/solicitor letters, DVLA forms) to the administrative team.
• Manage all queries efficiently and effectively.
• Undertake a broad spectrum of administrative duties commensurate with the role.
• Act as a chaperone when required.
• Be aware of safeguarding duties and adhere to practice policies and procedures regarding adults and children.
• Undertake all mandatory training and the induction programme.
• Support administrative staff, providing cover during absences.
• Scan patient‑related documentation and attach scanned copies to patient healthcare records.
• Participate in local initiatives to enhance service delivery and patient care.
• Support the management of repeat prescriptions, ensuring accurate and efficient processing.
• Support and participate in shared learning activities.

• Experience working with the general public.
• Experience in a healthcare setting.

• Experience of administrative duties.

• Excellent communication skills and effective understanding of patient needs.
• Competence in the use of MS Office and Outlook.
• Problem‑solving ability with accurate and effective information processing.
• Own initiative, discretion and sensitivity.
• Respect for people from all backgrounds and communities, respecting lifestyles and diversity.
• Ability to work both as part of a team and autonomously.
• Sensitivity and empathy in distressing situations.
• Good organisational skills.
• Clinical IT system user skills and ability to record accurate notes.
• Effective utilisation of resources.
• Punctuality and commitment to supporting the team effort.
• High levels of integrity and loyalty.
• Clear, polite telephone manner.
• Flexibility and cooperation.
• Motivation.
• Understanding of safeguarding adults and children.
• Knowledge of and ability to work to key policies and procedures.

• Chaperone procedure knowledge.
• Demonstration of personal accountability, emotional resilience, and ability to work under pressure.

• Good standard of education with GCSE Maths and English at Grade C (Level
  4) or above, or Functional Skills Level 2.

• Active signposting or Care Navigator training qualification.
• NVQ Level 2 in Health and Social Care.
• Customer service qualification (NVQ) or equivalent.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require submission of a Disclosure and Barring Service check to screen for any previous convictions.

Pontnewydd Medical Centre, Aberthaw Road, Porth, Mid Glamorgan, CF39 0LD