Job description

Job responsibilities

The following are the core responsibilities of the Digital, IT & Data Assistant. There may be, on occasion, a requirement to carry out other duties depending on workload and staffing levels.

The Digital, IT & Data Assistant is responsible for:

a. Providing basic support to staff and patients using Anima and escalating more complex queries where appropriate.

b. Supporting staff with routine IT queries and escalating issues where necessary.

c. Support the practice's online presence by assisting with social media posts, updating content, and promoting practice services, campaigns, and patient information.

d. Supporting patient digital engagement initiatives, including promoting the NHS App, Anima, and other online services.

e. Assist with maintaining and updating the practice website, ensuring information is accurate, accessible, and up to date.

f. Support the promotion of Friends & Family Test feedback and assist with the collation of responses.

g. Undertaking routine checks to ensure clinical rooms have the required IT equipment and reporting any faults or shortages.

h. Assisting with the organisation of medical equipment calibration and maintaining accurate records.

i. Assisting with administrative tasks relating to practice projects as directed by the IT & Data Manager or Management Team.

j. Monitoring stocks of IT consumables, including toners and drums, and reporting low stock levels.

k. Helping maintain communication rooms in a tidy, organised, and safe condition.

l. Logging IT faults with external suppliers and monitoring progress of support requests.

m. Maintaining PAT testing records and assisting with the scheduling of annual testing.

n. Updating and maintaining the practice asset register.

o. Assisting with the deployment and setup of IT equipment, including PCs, laptops, phones, and printers.

p. Assisting with the organisation of maintenance visits and contractor access.

Person Specification

Qualifications

Essential

• Good standard of general education, including GCSE English and Maths (or equivalent).

Experience

Desirable

• Experience working in an NHS or healthcare setting.
• Experience using clinical systems such as SystmOne.
• Experience supporting IT equipment or digital systems.
• Knowledge of the NHS App, Anima, or other patient-facing digital systems.
• Understanding of Information Governance and GDPR principles.

Skills

Essential

• Good IT skills, including Microsoft Office applications.
• Excellent communication and customer service skills.
• Good organisational skills and attention to detail.
• Ability to work as part of a team.
• Ability to prioritise and manage routine tasks.
• Understanding of the importance of confidentiality.

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

Island City Practice

Address

Lake Road Practice

Nuffield Place

Portsmouth

Hampshire

PO1 4JT

United Kingdom

Employer's website

http://www.islandcitypractice.nhs.uk/ (Opens in a new tab)

Job description

Job responsibilities

The following are the core responsibilities of the Administrator. From time to time, additional duties may be required to support the needs of the practice, depending on workload and staffing requirements.

• Accurately code clinical information using SystmOne.
• Extract, interpret, and enter information from clinical correspondence and secondary care communications into patients' electronic health records.
• Process and code clinical results, ensuring all relevant information is recorded appropriately.
• Summarise patient records and manage the receipt and electronic integration of new patient notes.
• Maintain high standards of data quality and contribute to data quality improvement initiatives.

• Process patient referrals to external healthcare providers, including secondary care services, using the Electronic Referral Service (e-RS).
• Manage urgent referrals, Two Week Wait referrals, and Advice and Guidance requests, ensuring clinicians are kept informed and patient records are updated accordingly.
• Review, scan, code, and action incoming clinical and administrative correspondence in line with practice protocols.
• Liaise with patients and external organisations where required to support the efficient completion of referrals.

• Provide comprehensive administrative and secretarial support to the multidisciplinary team.
• Process incoming and outgoing mail, prepare correspondence, and undertake photocopying and document management tasks as required.
• Respond to administrative queries, perform system searches, and support clinical staff with a range of administrative duties.
• Manage the practice's general email inbox, prioritising, responding to, and distributing correspondence appropriately.
• Provide reception support during periods of staff absence or increased operational demand, as directed by management.
• Process requests for private services and medical reports in accordance with practice procedures.

• Handle incoming and outgoing telephone calls professionally, courteously, and compassionately, resolving queries or directing them to the appropriate person where necessary.
• Act as a key point of contact between the practice and external organisations, supporting issue resolution and service coordination.

• Support the effective use of the clinical system by undertaking searches, audits, recalls, and data collection activities.
• Configure, run, and interpret searches to support clinical audits, performance monitoring, and reporting requirements.
• Process patient online service applications, ensuring compliance with information governance and data security standards.
• Collate, validate, and submit data for internal and external reporting purposes as required.

• Participate in training, team meetings, and development activities to maintain and enhance skills and knowledge.
• Support colleagues with troubleshooting clinical system issues and contribute to the implementation of new technologies and system improvements.
• Assist in the development and refinement of administrative processes to improve efficiency and service delivery.
• Manage the practice's death notification protocol with sensitivity and professionalism, ensuring timely communication with the Medical Examiner's Office.

• Work in accordance with practice policies, procedures, and confidentiality requirements.
• Maintain a professional and patient-centred approach at all times.
• Undertake any other duties appropriate to the role as requested by the Management Team.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties

Desirable

• Experience of working in a healthcare setting

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

Island City Practice

Address

Sunnyside Medical Centre

Unit 8F The Pompey Centre

Fratton Way

Portsmouth

Hampshire

PO4 8TA

United Kingdom

Employer's website

http://www.islandcitypractice.nhs.uk/ (Opens in a new tab)