Job responsibilities
Northdown Surgery
Job Description Administrator
Responsible to: Operations Manager
Reports to: Operations Manager
Job Summary:
It is the duty of each team member to assist in the smooth running of the Practice;To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.. It is also the responsibility of each employee to make sure that whoever comes into contact with the practice, either in person or via the telephone, receives the highest standard of respect, courtesy, fairness and professionalism
Job Responsibilities:
Clerical Duties
- Support all clinical staff with general administrative tasks as requested
- Amend patient records or remove patients from the computerised system as requested by the Health Authority.
- Deal with all incoming and outgoing patient notes.
- Data entry of new and temporary registrations and relevant patient information e.g. smoking status, BP, ethnicity, medication from hospital letters.
- Scan all patient information in computerised record i.e. medical documents, hospital reports and letters as necessary.
- File additional information not appropriate for scanning in paper notes. File paper notes in correct place in storage unit.
- Retrieve paper notes from storage unit as requested.
- Dispose of documents as appropriate being mindful of confidentiality at all times. Ensure all patient information not required is shredded.
- Photocopy documents as required.
- Action tasks as requested by Clinicians/Nurses via Emis and e-mail.
- Daily check of e-mail and act upon as required.
- Follow practice procedure when medical reports are received.
- Type any letters as necessary.
- Ensure the checking of facsimile machine to make sure it is operational and has an adequate paper supply.
Any other delegated duties considered appropriate to the post.
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.
Ensuring that only approved cleaning substances are used within the practice.
Ensuring that COSHH Data Sheets are available for all substances as appropriate especially those with hazard symbols.
Ensuring that cleaning substances are returned to the cleaning store cupboard immediately after use and prior to staff using the building. Cleaning materials and substances are not to be stored under sinks, on work surfaces, window ledges etc as this may result in inappropriate use by untrained staff.
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, and treating the individual in a non-judgmental way with respect to 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 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.
Recognise 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.
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. The employee shares with the employer, the responsibility for review and modification of duties. Suggestions and discussions are welcome.
Policies and Procedures - the duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Practice, which may be amended from time to time. You are required to be flexible and the practice reserves the right to alter such fixed hours as may be considered necessary to ensure the surgery runs smoothly.
