Dispensary Administrator

Job description

Job responsibilities

Job Summary:

The purpose of the role is to:

· Offer general assistance to the HH team and project a professional, positive and friendly image to patients and other visitors, either in person or via the telephone

· Undertake a variety of administrative duties to assist in the smooth running of the business

· Facilitate effective communication between patients, staff and other healthcare organisations ensuring confidentiality is always maintained.

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the 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 dispensary manager, dependent on current and evolving workload and staffing levels.

Dispensary

· Respond appropriately to patient needs, politely and efficiently by following the appropriate Standard Operating Policies and Procedures, Dispensing Services Quality Services (DSQS), Health & Safety regulations and legal and ethical requirements.

· To work closely with dispensary colleagues to provide a comprehensive service to patients, including, but not limited to, the preparation of repeat prescriptions, acute prescriptions and changes to medication as authorised by prescribing clinicians.

· To deal with patient enquiries using a variety of methods to ensure strong communication is maintained and queries are dealt with.

· To collect prescription charges over the telephone

· To assist the dispensary staff in ensuring that patients receive a text message on completion of their medication being prepared.

· To liaise with external healthcare providers in respect of enquiries regarding patient medication.

· To liaise with Doctors, Nurses, Community Staff and other authorised personnel in respect of patient medication queries

Departmental support

· To deal professionally with a range of enquiries from Partners, Managers, GPs, staff and patients

· To work with a range of work procedures and practices which may require analysis.

· To provide administrative support to other departments when required, maintaining confidentiality where appropriate.

· To undertake any other additional duties appropriate to the post as requested by the Partners or by management.

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 holder’s role

· Undertaking periodic infection control training 

· Reporting potential risks identified

· Demonstrate due regard for safeguarding and promoting the welfare of children.

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 people’s needs for alternative methods of communication and respond accordingly

Person Specification

Qualifications

Essential

• Good standard of general education. (GCSE or equivalent In English and Math's)
• IT confident

Desirable

• Evidence of continued development.

Experience

Essential

• Excellent keyboard and computer skills.
• Experience of telephone switchboard operation.
• Excellent communication skills
• An understanding, acceptance and adherence to the need for strict confidentiality.

Desirable

• Experience of computerised clinical systems.
• Experience of working in a busy environment.
• Working in a medical/healthcare environment.
• Experience of working with clinical computer systems
• Experience of answering telephones in a busy environment

Personal Skills and Attributes

Essential

• Understand own role within the team including accountability.
• Work flexibility as required.
• Engage in open and supportive relationships with colleagues.
• Communicate effectively with patients and colleagues.
• Keep clear and accurate electronic and written records.
• Communicate effectively with external agencies.
• Self-motivated and enthusiastic
• Reliable and punctual
• Willing to learn
• Tidy appearance
• High standards of cleanliness
• Respect for diversity
• Positive and friendly attitude
• Work under own initiative but recognise when to ask for help.
• Scrupulous attention to confidentiality.
• Follow guidelines and protocols.

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

Holderness Health

Address

Church View Surgery

5 Market Hill House

Hedon

HU12 8JE

Employer's website

https://www.holdernesshealth.nhs.uk/ (Opens in a new tab)