Job summaryThe purpose of the role is toOffer general assistance to the practice team andproject a positive and friendly image to patients and other visitors, either inperson or via the telephoneReceive, assist and direct patients in accessingthe appropriate service or healthcare professional in a courteous, efficientand effective wayUndertake a variety of administrative duties toassist in the smooth running of the practice, including the provision ofsecretarial and clerical support to clinical staff and other members of the practiceteamFacilitate effective communication betweenpatients, members of the primary health care team, secondary care and otherassociated healthcare agenciesDuties and responsibilitiesThe duties and responsibilities to be undertakenby members of the practice administration team may include any or all of theitems in the following list.
Duties maybe varied from time to time under the direction of the Operations Manager,dependent on current and evolving practice workload and staffing levels:Opening up/locking up of practice premises and maintaining security in accordance with practice protocolsProcessing and distributing incoming (and outgoing) mailTaking messages and passing on informationWorkflowing incoming mail to clinical staff.Computer data entry/data allocation and collation; processing and recording information in accordance with practice proceduresInitiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providersProviding clerical assistance to practice staff , including word/data processing, filing, photocopying and scanning/workflow, opening of emails, e-referrals, post distribution.Ordering, re-ordering and monitoring of stationery and other suppliesKeeping the admin room area, notice-boards and leaflet dispensers tidy and free from obstructions and clutterConfidentialityIn 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 appropriatelyIn 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 confidentialInformation 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 dataHealth & safetyThe post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the practice health & safety policy, the practice health &safety manual, and the practice infection control policy and publishedprocedures.
This will include:Using personal security systems within the workplace according to practice guidelinesIdentifying the risks involved in work activities and undertaking such activities in a way that manages those risksMaking effective use of training to update knowledge and skillsUsing appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazardsActively reporting health and safety hazards and infection hazards immediately when recognisedKeeping 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 roleUndertaking periodic infection control training (minimum annually)Reporting potential risks identifiedDemonstrate due regard for safeguarding and promoting the welfare of children.Equality and diversity:Thepost-holder will support the equality, diversity and rights of patients, carersand 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 legislationRespecting the privacy, dignity, needs and beliefs of patients, carers and colleaguesBehaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.Personal/professionaldevelopmentThe post-holder will participate in any trainingprogramme implemented by the practice as part of this employment, with suchtraining to include:Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional developmentTaking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar workQualityThe post-holder will strive to maintain qualitywithin the practice, and will:Alert other team members to issues of quality and riskAssess own performance and take accountability for own actions, either directly or under supervisionContribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performanceWork effectively with individuals in other agencies to meet patients needsEffectively manage own time, workload and resourcesCommunicationThe post-holder should recognise the importance of effectivecommunication within the team and will strive to:Communicate effectively with other team membersCommunicate effectively with patients and carersRecognise peoples needs for alternative methods of communication and respond accordinglyContribution tothe implementation of services:The post-holder willApply practice policies, standards and guidanceDiscuss with other members of the team how the policies, standards and guidelines will affect own workParticipate in audit where appropriate Person Specification Experience Essential Successful applicant must have experience of working in general practice, Emis web knowledge is essential to this post.
Desirable Knowledge of primary care administration duties such as e-referrals, workflow, action of hospital letters is essential to the role.