Job responsibilities
JOB
DESCRIPTION
JOB TITLE: RECEPTIONIST/ADMINISTRATOR
REPORTS TO: Practice
Manager & Assistant Manager
HOURS: To
be confirmed
This Practice aims to provide a high quality of care for
its patients, and to promote a rewarding and enjoyable working
environment. This requires staff to have
respect for patients and each other, to maintain patient confidentiality, to be
flexible, reliable and to work co-operatively as a team. The main responsibilities of the post are
outlined below for guidance, this list is not exhaustive. Staff need to have a flexible attitude and be
able to adapt to any changes that may occur.
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. This
is not an exhausted list and 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
- Providing clerical assistance to Practice
and Trust 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
- Provision of refreshments for staff and
visitors as required.
- Keeping the reception area tidy and free
from obstructions and clutter
- Assist clinicians with chaperone duties
following chaperone training completion
- Adhere to Practice chaperone policy when
assisting as above
- Adhere to Practice Policies and
Procedures and Employee Handbook conditions
- Attend COMET training afternoon on the
last Thursday of each month for mandatory training
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
- Applications must be
willing /able to comply with the GDPR and New Data Protection Act which came
into force on 25th May 2018
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
- Post holder must have a satisfactory DBS
Clearance upon appointment and must disclose any incidents thereafter
immediately
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.
- The
Practice expect all staff to participate in regular training; this will be
linked to CMCCG requirements and have a bearing on future salary
increases.
- Staff
are expected to attend regular Practice meetings as well as Comet training
days. Active participation is
welcomed and encouraged.
- A
constructive process of appraisal is carried out regularly with each
member of staff.
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