Administrator

Job description

Job responsibilities

Job summary:

To support the running of the Primary Care Network clinic to project a positive and friendly image to our patients and other professionals who may contact us either in person or via the telephone.

To facilitate patients accessing the clinical care provided by the network.

To support the health care professionals in providing that care.

To act as first point of contact for anyone accessing the PCN premises.

Job responsibilities:

To ensure all visitors and telephone callers to the practice are greeted professionally.

To ensure that all telephone calls are managed appropriately and in a timely manner.

To manage the flow of patients arriving at the reception desk, for appointments, prescriptions, or queries.

Take general enquiries relating to all PCN services.

Liaise with patients to book/cancel appointments using the clinical system SystmOne.

Complete appointment template at time of booking.

Provide general reception support.

Support with day to day running of designated clinical services within the network.

Ensure essential stock is managed and ordered in a timely fashion to ensure smooth delivery of clinical services.

Action start and end of day procedures ensure answering machine service for out of hours information is directed appropriately switched to answer machine at close of business each day.

Dealing with all telephone queries/requests from patients and acting as liaison with the Doctors/Nurses/Allied Health Professionals as necessary.

Taking home visit requests as appropriate.

Receiving specimens from patients ensuring all their details have been recorded whilst following Health and Safety Policy.

Tidying waiting room after surgery, ensuring premises are kept tidy between visits from the cleaning staff, tidy and sort magazines and leaflets, discarding old and damaged items as necessary.

Taking in and distributing deliveries/post as required.

Sending letters/SMS reminders to patients as required.

Ensure building security have thorough knowledge of doors/windows/alarm.

Have knowledge of the fire evacuation procedures, support others with evacuation in the event of fire.

Keep IT equipment in good order, including charging devices. Liaise with IT if any faults arise with technology.

Ensure correspondence, reports, results etc. are filed electronically in correct patient record.

Maintaining PCN general enquires inbox and distributed accordingly.

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, hub staff and other healthcare workers. They may also have access to information relating to GP Healthcare Alliance 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 GPHA may only be divulged to authorised persons in accordance with the GPHAs policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Training

Complete online training modules and face to face training as advised

Health & safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security.

Using personal security systems within the workplace according to practice guidelines, such as PPE.

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.

Demonstrate due regard for safeguarding and promoting the welfare of children.

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 that 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, with 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.

Person Specification

Experience

Essential

• Know your way around Systmone clinical system
• Be able to work with both clinical and non-clinical members of staff
• Have a confident telephone manner

Desirable

• Work in a GP Practice/PCN

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

Southend East Primary Care Network

Address

Norton Place

162 Ness Road

Southend

Essex

SS1 3HT

Employer's website

https://www.southendeastpcn.nhs.uk/ (Opens in a new tab)