Job summary
We are seeking a Care Co-ordinator with excellent customer service, communication and interpersonal skills plus the ability to remain calm under pressure and work flexibly within the team.
The successful applicant must be prepared to work at either of our two surgery sites, Totton Health Centre or Forest Gate Surgery, both based in Totton, Southampton.
This vacancy is for 23 hours per week; Monday, 08:15am - 14:15pm; Tuesday, 08:30am - 18:30pm and Friday, 08:15am - 17:15pm.
IMPORTANT NOTE: As an NHS employer, all mandatory regulations on COVID vaccinations will apply.
Main duties of the job
Reporting in the first
instance to the Reception Team Manager, the successful candidate for this role must be computer literate and previous Reception experience is preferred.
Please see the Job Description for a full list of duties and responsibilities.
About us
We are a two-site partnership with a practice population of circa 25,000 patients.
Benefits applying to this post include: NHS Pension, 6 weeks holiday p.a. pro-rata and Simplyhealth membership (after successful completion of probationary period).
Closing Date: Sunday 25 June 2023 (11.59pm). Interviews are scheduled to be held during the following week from Wednesday 28 June 2023 onwards; however, please do not delay in applying for this vacancy as some interviews may be held prior to the closing date if suitable applications are received.
Job description
Job responsibilities
Maintain patient confidentiality at all times
To answer telephone and deal with queries appropriately
To book appointments for patients according to practice rules
To deal with all prescription requests according to practice rules
To register new patients according to practice registration protocol
To extract patient records when required
To order transport for patients when required
To take and record all patient visit requests according to practice rules
To liaise with patients regarding their requests for Doctors to complete NHS or non-NHS documentation
To take and record all messages according to practice rules
- To liaise with all other members of the primary care team as appropriate
- To carry out administrative tasks within any department as required
To carry out/cover any other tasks that may be deemed suitable for the grade
This role is for a part-time vacancy working 23 hours per week; Monday, 08:15am - 14:15pm; Tuesday, 08:30am - 18:30pm and Friday, 08:15am - 17:15pm.
Job description
Job responsibilities
Maintain patient confidentiality at all times
To answer telephone and deal with queries appropriately
To book appointments for patients according to practice rules
To deal with all prescription requests according to practice rules
To register new patients according to practice registration protocol
To extract patient records when required
To order transport for patients when required
To take and record all patient visit requests according to practice rules
To liaise with patients regarding their requests for Doctors to complete NHS or non-NHS documentation
To take and record all messages according to practice rules
- To liaise with all other members of the primary care team as appropriate
- To carry out administrative tasks within any department as required
To carry out/cover any other tasks that may be deemed suitable for the grade
This role is for a part-time vacancy working 23 hours per week; Monday, 08:15am - 14:15pm; Tuesday, 08:30am - 18:30pm and Friday, 08:15am - 17:15pm.
Person Specification
Training & Personal/Professional Development
Essential
- To maintain skills and any certification required for all aspects of reception and administrative work.
- To attend all training as required including Fire Lecture, Resuscitation update, Safeguarding, Data Security Awareness, Manual Handling and Infection Control; this is not an exhaustive list.
- To attend any other training deemed necessary from time to time to carry out the role of Care Co-ordinator.
- Participate in any training programme implemented by the Practice as part of this employment e.g. an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Experience
Essential
- Ability to work independently and as part of a large team
- Good communication and interpersonal skills
- Ability to adapt to service needs whilst working in a busy environment
- Must be willing and have ability to extend role if required. Appropriate training to be agreed and provided by the Partnership
- Must be able to work within the rules governing patient confidentiality
- Must be computer literate
Desirable
- Previous Reception experience preferred
Equality & Diversity
Essential
- The post-holder will support the equality, diversity and rights of patients, carers and colleagues by 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.
- They will also respect the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaviour will be in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Confidentiality & Communication
Essential
- 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, 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.
- The post-holder will also recognise the importance of effective communication within the team and will strive to communicate effectively with other team members and patients/carers. They will also recognise peoples needs for alternative methods of communication and respond accordingly.
Quality & Contribution to the Implementation of Services
Essential
- The post-holder will strive to maintain quality within the Practice, and in doing so, will alert other team members to issues of quality and risk. Assess their 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.
- 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 audits where appropriate.
Health & Safety
Essential
- To assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health & Safety Policy.
- To use personal security systems within the workplace according to Practice guidelines.
- To identify the risks involved in work activities and undertaking such activities in a way that manages those risks.
- To make effective use of training to update knowledge and skills.
- To use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- To report potential risks identified.
Person Specification
Training & Personal/Professional Development
Essential
- To maintain skills and any certification required for all aspects of reception and administrative work.
- To attend all training as required including Fire Lecture, Resuscitation update, Safeguarding, Data Security Awareness, Manual Handling and Infection Control; this is not an exhaustive list.
- To attend any other training deemed necessary from time to time to carry out the role of Care Co-ordinator.
- Participate in any training programme implemented by the Practice as part of this employment e.g. an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Experience
Essential
- Ability to work independently and as part of a large team
- Good communication and interpersonal skills
- Ability to adapt to service needs whilst working in a busy environment
- Must be willing and have ability to extend role if required. Appropriate training to be agreed and provided by the Partnership
- Must be able to work within the rules governing patient confidentiality
- Must be computer literate
Desirable
- Previous Reception experience preferred
Equality & Diversity
Essential
- The post-holder will support the equality, diversity and rights of patients, carers and colleagues by 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.
- They will also respect the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaviour will be in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Confidentiality & Communication
Essential
- 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, 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.
- The post-holder will also recognise the importance of effective communication within the team and will strive to communicate effectively with other team members and patients/carers. They will also recognise peoples needs for alternative methods of communication and respond accordingly.
Quality & Contribution to the Implementation of Services
Essential
- The post-holder will strive to maintain quality within the Practice, and in doing so, will alert other team members to issues of quality and risk. Assess their 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.
- 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 audits where appropriate.
Health & Safety
Essential
- To assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health & Safety Policy.
- To use personal security systems within the workplace according to Practice guidelines.
- To identify the risks involved in work activities and undertaking such activities in a way that manages those risks.
- To make effective use of training to update knowledge and skills.
- To use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- To report potential risks identified.
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.
