Job responsibilities
JOB TITLE: RECEPTIONIST/ADMINISTRATOR
REPORTS TO: Management Team
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 senior receptionist/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, when necessary
- 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; loading and emptying
the dishwasher 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
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.
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
OTHER DUTIES
Other duties, not described above will also be required of the post
holder.