Admin/Secretary/Reception

Job description

Job responsibilities

JOB DESCRIPTION

REPORTS TO: PRACTICE MANAGER

HOURS: Up to 37 hours per week

Job Summary: To provide administrative support and services to all members of the practice team at both sites. We use System One.

Job responsibilities:

Scanning hospital letters and all mail is scanned in, when required.

Referrals via e referrals system etc.

Stock ordering via PCSE & L & D Hospital

Processing repeat prescriptions and acute (checking emails for care home scripts requests), when required.

Holiday cover for reception staff at both sites (if required).

Also see note 1 below.

Any other duties allocated by the Practice Manager/GP`s.

Administrative support

Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date

o Processing reports, patient letter requests, SARs etc. use of IGPR.

o Billing and invoices (payable to the Practice) as for above.

o Orders and payments (payable by the Practice) as for above.

o Process AccuRx requests. System one messages.

o Referrals.

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 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

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

Note 1.

If requested to do so you will be required to look at clinical letters for the purpose of bringing to the attention of the requesting Doctor any action that might need to be taken. This is on the understanding that the requesting Doctor will be ultimately reviewing any given letters themselves to approve the action.

The responsibility for any action taken or overlooked will rest with the Doctor. Any responsibility for an action required to be undertaken but has been overlooked will not rest with any staff member.

Person Specification

Experience

Essential

• 1 Years experience preferrable in any Admin/reception role within a GP Practice environment.

Desirable

• Experience of working in GP Surgery.

Qualifications

Essential

• Systm One clinical system knowledge
• NHS IT systems
• Essential
• Secretarial experience
• Experience of good customer or patient care
• Working with computer software programmes such as Microsoft Office, e-mail and internet
• Experience of scheduling/co-ordination activities and/or resources
• Desirable
• oMedical secretarial experience
• oPrevious NHS administrative role
• oExperience of working with patients requiring health care
• oExperience with NHS/healthcare software systems
• oExperience of working with confidential material
• Skills
• Essential
• oDemonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
• oAbility to deal with conflict
• oGood Time management skills
• oFlexibility and able to adapt to change
• oAble to work as part of a team
• oHigh level of initiative
• Desirable
• oEvidence of ongoing personal development and willingness to further progress ( knowledge and skills framework and continuing personal development

Desirable

• Desirable
• Medical secretarial experience
• Previous NHS administrative role
• Experience of working with patients requiring health care
• Experience with NHS/healthcare software systems
• Experience of working with confidential material
• Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
• Ability to deal with conflict
• Good Time management skills
• Flexibility and able to adapt to change
• Able to work as part of a team
• High level of initiative
• Desirable
• Evidence of ongoing personal development and willingness to further progress ( knowledge and skills framework and continuing personal development

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

Dr Mirza & Partners

Address

The Surgery

30 The Green, Hockwell Ring

Luton

Bedfordshire

LU4 9PG

Employer's website

https://www.drmirzaandpartners.co.uk/ (Opens in a new tab)