Receptionist/Administrator

Job description

Job responsibilities

RADCLIFFE-ON-TRENT HEALTH CENTRE

JOB DESCRIPTION

JOB TITLE - RECEPTIONIST/ADMINISTRATOR

REPORTS TO - ASSISTANT PRATICE MANAGER

HOURS - As stated in individual Contracts

Job Summary -

The purpose of the role is to -

Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Duties and Responsibilities -

The duties and responsibilities to be undertaken by members of the Practice Reception & Administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Assistant Practice Manager/Practice Manager, dependent on current and evolving Practice workload and staffing levels:

Monitoring the Practice appointments system

Processing personal, telephone and on-line requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional

Processing and distributing incoming (and outgoing) mail

Taking messages and passing on information

Filing and retrieving paperwork

Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures

Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers

Clearing and re-stock consulting rooms as required

Providing clerical assistance to Practice Staff as required from time to time, including data processing, filing, and photocopying

Re-ordering and monitoring of blood bottles, lab cards etc.

Provision of refreshments for staff and visitors as required; keeping the kitchen area clean and tidy

Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

Scanning of Practice Mail

Preparation of lab cards for Phlebotomy

Assisting in the Recall processes

Running reports

Returning temporary resident/immediately necessary forms to HA after they have expired

Preparation of paperwork for Antenatal clinic

Dealing with International Normalised Ratio (INR) changes and repeats

Processing and taking action on Patient Notes (PNs posted on clinical computer system)

Ordering and processing Cervical Smear bags

Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols

Processing and preparation of prescriptions for patients for signature and authorisation by GPs

Dealing with queries relating to prescriptions

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, to 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

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 appraisal & 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

Person Specification

Qualifications

Essential

• Good standard of general education

Desirable

• GCSE Mathematics C or above
• GCSE English C or above
• AMSPAR Receptionist certificate
• NVQII in Customer Care

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of reception work
• Experience of working within General Practice

Skills

Essential

• Excellent communication skills (Written and Oral)
• IT skills
• Clear, polite telephone manner
• Time Management and the ability to work to deadlines
• Problem solving skills
• Interpersonal skills

Behaviours

Essential

• Smart, polite and confident
• Planning and organising
• Performing under pressure
• Adaptability
• Using initiative
• Team working
• Self motivated
• Flexibility
• Confidentiality

Knowledge

Desirable

• Knowledge of SystmOne

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

PartnersHealth

Address

Health Centre

Main Road

Radcliffe-on-trent

Nottingham

NG12 2GD

Employer's website

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