Job responsibilities
Key Tasks:
- Provide
secretarial and administrative services.
- Service
meetings, order lunch/refreshments as appropriate organise venues,
organise agendas, ensure all invited members are informed, produce accurate
minutes, follow up agreed actions and file all minutes and agendas to
ensure ease of retrieval.
- Establish
and maintain office systems, procedures, databases, diaries, spreadsheets,
filing etc.
- To provide support and cover for
the Practice Business Partner and her PA
Main Duties and
Responsibilities:
- Manage,
organise and prioritise the distribution of the workload.
- Actively
manage the practice diaries and meetings schedules, organise room
management and set-up any necessary equipment, be responsible for meeting
agendas and minute taking for all meetings/groups.
- Produce
letters, reports, protocols, presentations, minutes, databases and other
documents.
- Take
minutes at meetings of a confidential nature.
- Set
up meetings as and when required
- Attend
meetings when required and take minutes and share any actions following
the meeting in a timely manner
- Respond
to incoming telephone calls, deal with general enquiries and pass on
messages where appropriate, exercising sound judgement skills and tact.
- Respond
to calls from Health Care Professionals and deal with accordingly.
- Dealing
with patient enquiries and providing patient and clinical referral
information.
- Facilitate
the best patient journey.
- Maintain
and oversee the Choose & Book system.
- Assisting
Clinicians with queries, chase ups, referrals and updating them with
relevant new referral information.
- Liaising
with hospital/private secretaries and other agencies e.g. University of
Liverpool, Clinical Commissioning Group, Solicitors, and other Health Professionals
- Organise
urgent and non-urgent referral systems using medical terminology, choose
& book and e-referral systems
- Responsible
for managing external e-mails received into the Practice and ensuring
follow-up by an appropriate staff member.
- Provide
secretarial/admin support across the practice staff groups and their
meetings
- Provide
secretarial/admin support for the Zero Tolerance/Letters to Patients to discuss
Incidents invites and to organise the meetings with appropriate staff
- Provide secretarial/admin support to psychology when
required
- Establishing
and maintaining filing systems
- Implementing
training for existing and new staff on secretarial systems
- Collation
and distribution of documents as required
- Organising
tasks as directed by Management Team/Partners
Any
other reasonable delegated duties considered appropriate to the post
Communication and relationships
Liaise with members of the Practice, other NHS
organisations and outside agencies as appropriate to the role.
- Communicate
sensitively and effectively with others, using active listening and
adapting communication style and method as necessary to meet their needs.
Participate in meetings as appropriate.
Team working
Understand own role and scope in the practice.
Work as an effective and responsible team member, supporting colleagues
in a flexible and approachable manner.
Organisation/Quality
Ensure that any data entered on the computer is
done accurately.
Understand and follow
the requirements of confidentiality (including the Data Protection Act) and the
Freedom of Information Act and refer on any queries as appropriate.
Participate in quality improvement initiatives,
including Significant Event Analysis and PAIRS.
Support the aims and objectives of the Practice
and contribute to the on-going development of the Practice as required.
Follow Practice policies, including Health and
Safety, Security and Confidentiality.
Practice development
and clinical governance
- Participate in
primary healthcare team meetings when required.
- Provide data, as
requested, for practice development plans and report.
- Be aware of
practice policies on risk management / incident reporting and health and
safety and operate appropriate procedures for minimising risk.
- Be aware of issues
related to own development and be committed to participate in training and
education.
Training, learning and development
Undergo regular appraisal, supervision and training as
necessary to update skills and knowledge.
Provide training to other staff in work relevant to this post.
Participate in the induction of new staff, students and other attached professionals
Equality and diversity
Respect the privacy, dignity and beliefs of patients,
carers, visitors and co-workers. They must be treated equally, irrespective of
gender, ethnic origin, age, disability, sexual orientation, religion, etc.
Be aware of procedures regarding protection of
children and vulnerable adults, including Practice and NHS policies. Follow the
guidance and policies and take action in an appropriate manner.
Management of risk / health, safety and security
Follow Health & Safety Policies and guidelines,
including fire procedures and those pertaining to clinical areas of risk. Use
safe working procedures and report incidents using the incident reporting system.
Use the personal security systems within the workplace according to
Practice guidelines.
Follow infection control procedures.
Employees must take reasonable care for the
Health and Safety of him/herself and / or others who may be affected by his/her
acts or omissions at work.
No
person shall intentionally or recklessly interfere with or misuse anything
provided in the interests of Health, Safety or Welfare.
Confidentiality
All information relating to patients and staff
gained through your employment and after leaving employment with Brownlow
Health is confidential. Disclosure to any unauthorized person is a serious
disciplinary offence or may result in litigation.
Other
- Any
other reasonable delegated duties considered appropriate to the post.
- Give
good and regular attendance.
- Maintain
a tidy and organised work area.
- Preparation
of refreshments, errands, spot cleaning and set up of rooms for meetings
as necessary.
- This job description is
not intended to be exhaustive but to indicate the main areas of
responsibility. It may be changed after
consultation with the post holder.
Other job locations include:
Brownlow Health -70 Pembroke PlaceLiverpoolL69
3GF
Brownlow Health @ Ropewalks -26 Argyle StreetLiverpoolL1 5DL
Brownlow Health @ Student Health -University of LiverpoolPeach Street, LiverpoolL69
7ZL
Brownlow Health @ Kensington -157 Edge Lane Liverpool L7 2PF
Brownlow Health @ Princes Park -Bentley
Road Liverpool L8 0SY
Brownlow Health @ Marybone -2 Vauxhall
Road Liverpool L3 2BG
