Job responsibilities
Suttons Wharf
Health Centre
JOB TITLE:
ADMINISTRATOR
REPORTS TO:
OPERATION MANAGER
Job summary:
The purpose of the
role is to:
Offer general
assistance to the Health Centre team and project a positive and friendly image
to patients and other visitors, either in person or via the telephone
Use medical
computer systems, EMIS. Use IT systems as directed by the Health Centre, NHS
e-mail. On line training. Intranet and other information technology as this
develops.
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 Health Centre
including the provision of secretarial and clerical support to clinical staff
and other members of the Health Centre team
Facilitate
effective communication between patients, members the primary health care team,
secondary care and other associated healthcare agencies. This will include the
use of IT systems for effective communication
To participate in
the registration of new patients and the management of patients registration
and the smooth running of the medical records system using various IT systems
Encouraging
patients to use technology to access services
Participate in call
and recall for patients making suitable appointments
Participating in
training at the Health Centre and network level
Duties and
responsibilities:
The duties and
responsibilities to be undertaken by members of the Health Centre
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 Reception
Supervisor/Operation Manager, dependent on current and evolving Health Centre
workload and staffing levels:
- Opening
up/locking-up of Health Centre premises and maintaining security in
accordance with Health Centre protocols
- Maintaining
and monitoring the Health Centre appointments system
- Processing
personal and telephone requests for appointments, visits and telephone
consultations and ensuring callers are directed to the appropriate
healthcare professional using the Health Centre procedures
- Processing
and distributing incoming (and outgoing) mail and electronic data
- Taking
messages and passing on information
- Filing
and retrieving paperwork
- Processing
repeat prescriptions in accordance with Health Centre guidelines
- Computer
data entry/data allocation and collation; processing and recording
information in accordance with Health Centre procedures
- Promoting
a positive image of the Health Centre at all times
- 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 Health Centre staff as required including word/data
processing, filing, photocopying and scanning
- Processing
e referrals as per Health Centre protocol
- Ordering,
re-ordering and monitoring of stationery and other supplies
- Dealing
with clinical waste
- 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, Health Centre staff and other healthcare
workers. They may also have access to information relating to the Health
Centre 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 Health Centre
may only be divulged to authorised persons in accordance with the Health
Centre 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 Health Centre health & safety policy, the
Health Centre health & safety manual, and the Health Centre infection
control policy and published procedures. This will include:
- Using
personal security systems within the workplace according to Health Centre
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 recognizes the importance of peoples rights, interpreting
them in a way that is consistent with Health Centre 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 Health Centre 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
- Lead on areas of work
Quality:
The post-holder
will strive to maintain quality within the Health Centre, 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
Health Centre 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
