Job responsibilities
Main
Duties/Key Tasks:
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, timely and
quality manner.
To
assist the Practice Manager with all clerical and administrative duties.
Record
and prepare agendas, minutes of meetings, specifying decisions made and follow
up action required for subsequent approval by the Partners, Clinical,
management and administrative team.
To
make appointments, bookings and admissions as required.
Deal with
telephone and face to face enquiries from all staff groups, patients,
relatives, carers, providing information, directing and prioritising queries as
appropriate, to ensure efficiency and effectiveness of service delivery.
Responsible
for appointing practice referrals to appropriate clinic or arranging admissions
to facilitate the patient journey.
Request patient notes, x-rays and results from other departments,
hospitals or GP surgeries
Manage
the Principal GP and Practice Managers diaries to ensure effective time
management.
Extract,
collate and summarise data to enable preparation of standard verbal, written or
statistical reports or returns.
To assist
all staff in dealing with Emis I.T. problems.
Plan and
organise meetings and events, including venue, attendees and travel
arrangements.
Assisting
in the training and induction of any new staff members. This may include reception/ admin staff or
locums who may work in the surgery from time to time. Update the training pack when necessary for
any new starters.
Provide
cover for the reception team if required, being fully aware of any changes to
reception procedures.
To carry
out, monitor and maintain any necessary work for the Local Enhanced
Services/Direct Enhanced Services to support the practice with achieving their
targets. Liaise directly with PPG members, arrange and minute meetings and
ensure completion of LES.
Manage
time effectively, prioritising work to meet competing demands.
To make
basic decisions regarding workload priorities, patient enquires and diary
conflicts independently.
To provide support to the Practice Manager in project
work, and in the running of key systems and procedures such as Emis web diaries
and health & safety.
To undertake specific assigned tasks, project support,
or development / change work which may arise from time to time.
Competencies:
Sound
knowledge of Windows and MS Office
Awareness
of data security requirements
IT
literate
Good
verbal and written communication skills
Problem
solving skills
Flexible
approach, team player, good sense of humour
Confidentiality:
While 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
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 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 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
To participate in Individual/Team
Appraisal, attend mandatory training courses and complete an Annual Personal
Learning Plan to identify individual training and development needs.
To participate in training of other
staff members including orientation and induction as appropriate.
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 recognise the importance of
effective communication within the team and will strive to:
Communicate
effectively with other team members
Communicate
effectively with patients and carers
Communicate
effectively with Clinical Commissioning Groups and other NHS bodies, and other
GP practices and service providers.
Recognise
peoples needs for alternative methods of communication and respond accordingly
Maintain
and foster good relationships with all colleagues concerned with the provision
of Healthcare Services and Allied Professions/Agencies.
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
Production of performance and quality information:
The post-holder will:
Ensure that documentation (electronic and
paper-based) exists to support performance standards across the full range of
performance-based activity QOF, Enhanced Services etc.
Assist in the production of information for
clinical audit.
Undertake ad-hoc work related to the
performance of the practice under the guidance of the practice manager.
Data quality:
The post-holder will:
Work within the clinical computer system to
improve data quality, using the expertise of other data staff where appropriate
Develop and maintain knowledge and skills to
ensure compliance with the Practices Information and Technology Strategy
