Job responsibilities
Administrative
responsibilities
To perform routine office duties to include
post, file management, photocopying, scanning and generic emails.
Possess good IT skills and a high standard of
working knowledge in all MS Office programmes, particularly Outlook, Word,
Excel and PowerPoint.
To produce documents using Microsoft packages
such as Word, Excel, PowerPoint etc. to a professional standard.
To undertake ad hoc project work to meet
operational needs.
Administration cover when required to help with
extraordinary workloads.
Ordering of stationery and stock maintaining adequate
stock control
To support any PHD projects as deemed necessary.
To support the aims and objectives of PHD and
contribute to the ongoing development of the company as required.
To undertake any other task/duties as may be
required.
Patient facing
responsibilities.
Deal with general enquiries from patients and
general public.
Make appointments for patients to see doctor,
nurse and other clinical staff.
Dealing with patients and contacts within the
NHS and GP practices, both in person and on the telephone.
Monitor flow of patients into the waiting room,
ensuring the appointment system accurately reflects the arrival of patients.
Team working
Work
with your colleagues to foster strong team dynamics, working together to
deliver the objectives of the team.
Work as an effective and responsible team
member, supporting others.
Accept delegation from the management team,
prioritise own workload and ensure effective time management strategies are
embedded in own practice.
Participate in team activities that create
opportunities to improve services.
To take responsibility for deliveries to PHD
ensuring they reach the correct area of the organisation.
Meetings and
events
Attend staff meetings.
Supporting the arrangement of meetings including
the management of booking rooms.
Work to support the GP practices in Darlington.
Information, data
analysis and reporting
Collate and interpret
data for the purpose of reporting to stakeholders.
Inputting, monitoring and checking data,
required for ongoing projects within the teams.
Working with all team members in the collection
of information for performance reporting.
Support the production of progress/highlight
reports for projects/key work streams.
Planning and
organising
To manage a demanding and reactive workload in a
responsive way.
Support Directors and management team in the
delivery of projects and services.
To work autonomously and in a proactive manner,
identifying problems and proposing solutions and alternative courses of action.
Possess good organisation skills and to complete
work in a timely and accurate manner.
To coordinate the delivery of PHD contracts.
Communication
Ensuring all urgent and/or confidential
communications are received and distributed from/to relevant parties in a
timely manner.
Acting as a point of contact for other teams
working for PHD, dealing and responding effectively with queries and passing on
relevant information to appropriate team members sensitively and autonomously.
To undertake correspondence as required (this
may be confidential and may be complex in nature).
Deal with the incoming and outgoing post as appropriate.
To develop and maintain accurate and up to date
distribution lists.
Be conversant with the roles of all staff within
PHD.
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise the need for alternative methods
of communication and respond accordingly.
Information
technology, governance, and management systems
Have a working knowledge of IT software and
hardware relevant to role.
Have a clear understanding of telephone systems.
Developing and maintaining effective electronic
and paper filing systems, to ensure that information is kept securely and is
accessible to other members of the team where appropriate.
To assist in the management of files, stationery
and equipment as required.
Have a clear understanding of how to resolve
simple problems with PCs and printers.
Training
Provide training, advice and support on own area
of responsibility as agreed with the management team.
Support training and induction of new and
existing staff.
Confidentiality
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, company staff and other
healthcare workers. They may also have
access to information relating to the company as a business organisation. All such information from any source is to be
regarded as strictly confidential.
Health & Safety
The post-holder will assist in promoting and maintaining
their own and others health, safety and security as defined in the company
Health & Safety Policy, Infection Control Policy and other related published
procedures. This will include:
Using personal security systems within the
workplace according to company 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
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 company
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 company 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 company, 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 patient needs
Effectively manage own time, workload and
resources
Contribution to
the Implementation of Services
The post-holder will:
Apply company policies, standards and guidance
Discuss with other members of the team how the
policies, standards and guidelines will affect own work
This is not intended to be an exhaustive
list of responsibilities, and it is expected that the successful applicant will
participate in a wide range of activities.
