Job responsibilities
HALDON HOUSE SURGERYJOB DESCRIPTION
Job Title Apprentice Administrator
The overall purpose of the Job To provide administration and reception support to the practice patients, management, GPs, and other health professionals.
Hours 36 hours per week
Accountable ToYou are responsible to the Practice Manager for your performance and ultimately the Partners.
The requirement is that at all times you will contribute to the smooth running of any surgeries/clinics and carry out any other duties necessary to maintain complete efficiency in the running of the administration of the Practice.
It is important that a good working relationship is maintained between all surgery staff and attached staff at all times and that you work towards engendering a team approach to the benefit of all.
Your standard of work and progress will be reviewed from time to time, and you will be asked to contribute ideas towards the meeting of targets that have been set.
Training will be given, and you may also be required to attend training courses in the future.
Confidentiality
It is essential that total confidentiality is maintained, and that you ensure that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for whom such information is relevant
- 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
- 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:
- Undertake Business Administration Level 3 Apprenticeship
- 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 audits where appropriate
MAIN RESPONSIBILITIES
- 1. Answering telephone calls in a respectful and friendly manner, ensuring correct details are recorded and forwarded to relevant personnel as appropriate
- 2. Booking, cancelling, or rearranging GP and nurse appointments via Systm1 (clinical system)
- 3. Processing repeat prescription requests
- 4. Processing Home Visit requests
- 5. Receiving and recording of messages via different communication methods
- 6. Registering of new patients/temporary residents/foreign visitors etc.
- 7. Processing actions from test results as per Clinicians
- 8. Scanning documents into the clinical IT system and coding/processing of the workflow before sending to the GP or other members of the team
- 9. Opening and sorting the post. Taking post to the post box/post office.
- 10. Sorting paperwork from Doctors trays.
- 11. General filing of patient records
- 12. Assisting Doctors with general secretarial duties as and when required.
- 13. Welcoming patients on arrival and providing reception desk duties as required on a rota basis
- 14. Processing Patient triage requests
- 15. Dealing with email enquiries
- 16. Develop a sound understanding of confidentiality and issues/protocols surrounding consent.
- 17. Provide cover for members of the administration team as and when required.
- 18. Making tea and coffee
- 19. Any other duties as and when required