Job responsibilities
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Open
and Distribute Internal and External Post.
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To
provide an efficient audio, copy typing and word processing service for GPs and
Health Professionals as required. This
includes the typing of letters, reports, patient referrals, minutes,
memorandums, etc. in an accurate and quality manner.
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To
assist the Practice Manager with all clerical and administrative duties.
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To
maintain filing and administrative systems so that written or computer
information is easily accessible and secure with in own job area.
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To
retrieve medical records and assist the completion of medical/insurance
records.
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To
receive incoming and initiate outgoing telephone calls in order to facilitate
timely and appropriate communications with others, taking messages and dealing
with appropriate queries.
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To
receive incoming facsimiles and outgoing facsimiles in order to facilitate
timely and appropriate communications with others.
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To
maintain the computer clinical system in an accurate and secure manner.
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Process
insurance report requests, copies of notes. Patient requests for copies of
notes.
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To
assist with the gathering of statistics and information when required.
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To
provide cover for members of the secretarial team during periods of sickness
and annual leave.
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Maintain
adequate supplies of Office Stationery in order to perform your secretarial
duties.
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Liaise
with Hospital and other Health Care Professionals
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Maintain
Back Up Tapes
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Maintain
electronic mail
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Dispatch
mail and maintain a pending system
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Maintain
hospital appointments system i.e. booking, receiving referrals, unbooking and
cancelling.
Confidentiality:
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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
Ø
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.
Ø
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, to include:
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Using
personal security systems with in the work place according to practice
guidelines
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Identifying
the risks involved in work activities and undertaking such activities in a way
that manages those risks
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Making
effective use of training to update knowledge and skills
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Using
appropriate infection control procedures, maintaining work areas in a tidy and
safe way and free from hazards.
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Reporting
potential risks identified.
Equality and
Diversity:
The
post holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
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Acting
in a way that recognizes the importance of people’s rights, interpreting them
in a way that is consistent with practice procedures and policies, and current
legislation.
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Respecting
the privacy, dignity, needs and beliefs of patients, carers and colleagues.
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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:
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Participation
in an annual individual performance review, including taking responsibility for
maintaining a record of own personal and/or professional development.
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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:
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Alert
other team members to issues of quality and risk
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Assess
own performance and take accountability for own actions, either directly or
under supervision
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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
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Work
effectively with individuals in other agencies to meet patients needs
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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:
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Communicate
effectively with other team members
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Communicate
effectively with patients and carers
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Recognize
people’s needs for alternative methods of communication and respond
accordingly.
Contribution to the
Implementation of Services
The
post holder will
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Apply
practice policies, standards and guidance
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Discuss
with other members of the team how the policies, standards and guidelines will
affect own work
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Participate
in audit where appropriate