Job responsibilities
Job summary:
To provide general
secretarial support to the practice manager, doctors and health professionals,
involving word processing and audio typing skills, and general clerical work.
Job
responsibilities:
To provide an efficient audio,
copy typing and word processing service for GPs and health professionals as
required. This includes the typing of letters, reports, patient referrals, minutes,
memorandums, etc. in an accurate and quality manner.
To assist the practice manager
with all clerical and administrative duties.
To make appointments, bookings
and admissions as required.
To liaise and arrange meetings
(to include the booking of rooms) as required and to attend meetings and take
minutes.
To establish and maintain filing
and administrative systems so that written or computer information is easily
accessible and secure.
To receive incoming and initiate
outgoing telephone calls in order to facilitate timely and appropriate
communications with others, taking messages and dealing with appropriate
queries.
To maintain the computer clinic
system in an accurate and secure manner.
To assist with the gathering of
statistics and information when required.
In liaison with the clerk
responsible, maintain adequate supplies of office stationery in order to
perform secretarial duties.
To monitor and action mail in
the practice email account.
To oversee administrative child
protection processes
To oversee monitoring of DNaCPR
processes
To oversee all referral and
secretarial activity
To provide cover for members of
the secretarial team during periods of sickness and annual leave.
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, 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 (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 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 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, 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 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