Job responsibilities
JOB DESCRIPTION
JOB TITLE: RECEPTIONIST/ADMINISTRATOR
REPORTS TO: PRACTICE
MANAGER
HOURS: 37.5
hours per week
Job summary:
The purpose of the role is to:
Offer
general assistance to the practice team and project a positive and friendly
image to patients and other visitors, either in person or via the telephone
Receive,
assist and direct patients in accessing the appropriate service or healthcare
professional in a courteous, efficient and effective way
Undertake a
variety of administrative duties to assist in the smooth running of the
practice including the provision of secretarial and clerical support to
clinical staff and other members of the practice team
Facilitate
effective communication between patients, members the primary health care team,
secondary care and other associated healthcare agencies
Duties and responsibilities:
The duties and responsibilities
to be undertaken by members of the practice administration team may include any
or all of the items in the following list.
Duties may be varied from time to time under the direction of the
practice manager, dependent on current and evolving practice workload and
staffing levels:
- Opening
up/locking-up of practice premises and maintaining security in accordance
with Practice protocols
- Maintaining
and monitoring the practice appointments system
- Processing
personal and telephone requests for appointments, visits and telephone
consultations and ensuring callers are directed to the appropriate
healthcare professional
- Processing
and distributing incoming (and outgoing) mail
- Taking
messages and passing on information
- Filing
and retrieving paperwork
- Processing
repeat prescriptions in accordance with practice guidelines
- Computer
data entry/data allocation and collation; processing and recording
information in accordance with practice procedures
- Initiating
contact with and responding to requests from patients, other team member
and associated healthcare agencies and providers
- Clearing
and re-stock consulting rooms as required
- Providing
clerical assistance to practice staff as required from time to time,
including word/data processing, filing, photocopying and scanning
- Ordering,
re-ordering and monitoring of stationery and other supplies
- Dealing
with clinical waste
- Provision
of refreshments for staff and visitors as required and keeping the kitchen
area clean and tidy
- Keeping
the reception area, notice-boards and leaflet dispensers tidy and free
from obstructions and clutter
Confidentiality:
- In the
course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive information in relation to their health and other
matters. They do so in confidence
and have the right to expect that staff will respect their privacy and act
appropriately
- In the
performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to
patients and their carers, practice staff and other healthcare
workers. They may also have access
to information relating to the practice as a business organisation.
All such information from any source is to be regarded as strictly
confidential
- Information relating to
patients, carers, colleagues, other healthcare workers or the business of
the practice may only be divulged to authorised persons in accordance with
the practice policies and procedures relating to confidentiality and the
protection of personal and sensitive data
Health & safety:
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the practice health & safety
policy, the practice health & safety manual, and the practice infection
control policy and published procedures. This will include:
- Using
personal security systems within the workplace according to practice
guidelines
- Identifying
the risks involved in work activities and undertaking such activities in a
way that manages those risks
- Making
effective use of training to update knowledge and skills
- Using
appropriate infection control procedures, maintaining work areas in a tidy
and safe way and free from hazards
- Actively
reporting of health and safety hazards and infection hazards immediately
when recognised
- Keeping
own work areas and general / patient areas generally clean, assisting in
the maintenance of general standards of cleanliness consistent with the
scope of the job holders role
- Undertaking
periodic infection control training (minimum annually)
- Reporting
potential risks identified
Equality and
diversity:
The post-holder will support the equality,
diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the
importance of peoples rights, interpreting them in a way that is
consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs
and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming
to and of the individual, is non-judgmental and respects their
circumstances, feelings priorities and rights.
Personal/professional
development:
The post-holder will participate
in any training programme implemented by the practice as part of this
employment, such training to include:
- Participation in an annual individual
performance review, including taking responsibility for maintaining a
record of own personal and/or professional development
- Taking responsibility for own
development, learning and performance and demonstrating skills and
activities to others who are undertaking similar work
Quality:
The post-holder will strive to
maintain quality within the practice, and will:
- Alert other team members to issues of
quality and risk
- Assess own performance and take
accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the
team by reflecting on own and team activities and making suggestions on
ways to improve and enhance the teams performance
- Work effectively with individuals in
other agencies to meet patients needs
- Effectively manage own time, workload
and resources
Communication:
The post-holder should recognize the importance of effective
communication within the team and will strive to:
- Communicate effectively with other team
members
- Communicate effectively with patients
and carers
- Recognize peoples needs for alternative
methods of communication and respond accordingly
Contribution
to the implementation of services:
The post-holder will:
- Apply practice policies, standards and
guidance
- Discuss with other members of the team
how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
