Job responsibilities
Aims of Post:
To provide the highest standards of reception and clerical support to
the General Practitioner Partners and Practice Management of the Victoria &
Mapperley Practice Always acting in a
helpful and courteous manner to patients and staff.
General Responsibilities of being a member of the Admin & Reception Team
- Be
punctual and arrive to work on time
- Follow
Practice procedures and protocols. When protocols or systems change
immediately adapt to make these changes part of your normal approach to
work
- Follow the
sickness and holiday Practice protocols
- Regularly be
available for reception cover during times of staff shortages (including
holiday & sickness cover)
- Be available
to work at either branch Surgery
- Contribute to
working co-operatively and efficiently with other members of the
reception team to ensure the smooth running of the department
- Be
courteous, conscientious and respectful of every patient and their
individual needs
- Help with
patients at the reception desk and promptly answer the telephone asking the caller if they are able to hold (if
needed) always ensuring a colleague is able to cover the line if you
need to leave your position for a particular reason
- Take clear
messages for other colleagues working at the Practice
- To help
patients with prescription requests, where needed
- Assist and
work closely with other members in the Primary Health Care Team and
Secondary Care, when needed
- Carry out your
own designated tasks with care and efficiency
- Regularly
check your NHS email account responding
efficiently and acting promptly to any Practice information/tasks
relevant to your work such as fraud alerts and computer security.
Responsible for switching on the automatic 'out of office' email
notifications for any period of time you are on leave
- Assist
the Quality Outcome Framework (QOF) Administrator and actively take part
in recalls when help needed to meet targets; for instance telephoning
patients that are due their Hypertension review or telephoning patients
that are eligible for a flu vaccination and booking them an appointment
- Take
part in ad-hoc pilot work and annual Practice specific work that is
asked of sub-group teams such as handing out and collating patient
questionnaires and GP surveys
- Maximise
infection control by using sanitising wipes before and after your shift
on your computer, accompanying IT equipment and surrounding workstation
- Ensure that all computer software (where appropriate)
at your workstation is switched off at the end of your shift and
responsibility is taken for switching off any electrical equipment such
as air con units/fans/lights/radios etc. if you are the last colleague
to leave the office or reception area
- Be aware,
appraisals are carried out once a year to review your work and to search
out and define any training needs
Any other duties may be required within the
skills and experience of the post holder. This job description is not
exhaustive
General Responsibilities
of being a member of the
Victoria &
Mapperley Practice
- 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.
- Acting
as Data Holders for the Practice, colleagues should be extra vigilant
not to disclose any patient personal information to any 3rd
party unless the specific patient consent is given or other circumstances
permit it appropriate and considered in the best interest of the patient.
For example, if the patient has a mental health diagnosis and therefore
has no capacity to make decisions for themselves
- Ensure
all identifiable patient information paperwork is securely held and any
paperwork not needed is disposed of accordingly by shredding the items or
placing in a designated shred-it bin
2. 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 recognises 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.
3. 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, to 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
- Reporting potential risks identified.
4. 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.
5. 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.
6. Communication
The post-holder should recognise the importance of effective
communication within the team and will strive to:
- Communicate effectively with other team
members
- Communicate effectively with patients and
carers
- Recognise peoples needs for alternative
methods of communication and respond accordingly.
7. Environmental/sustainability
The post holder will go about their duties in a resource efficient way and
will minimise their impact to the environment wherever possible. The post holder will:
- Minimise unnecessary waste
- Actively recycle wherever possible
- Assist the practice in minimising toxic
emissions
- Contribute and discuss new ideas to
improve areas of the service which have an impact on the environment or
the local community.
8. 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.
9.
Flexibility
This job description is not intended to be
exhaustive. The post holder will be
expected to adopt a flexible attitude towards the duties outlined, which may be
subject to adjustments at any time in consultation with the post holder and in
line with the needs of the practice.
