Dispenser/Administration Assistant

Job description

Job responsibilities

The duties and responsibilities to be undertaken by members of the Practice dispensary team may include any or all the items in the following list. Duties including those not on the list which are delegated from time to time, may be varied under the direction of the management team, dependent on current and evolving Practice workload and staffing levels:

• To maintain accuracy and manage your time effectively while assisting the dispensary and wider team in providing a high standard of service and care to our patients.
• You will be expected to communicate effectively with staff at all levels throughout the organisation as well as patients, visitors, outside agencies and the general public
• To ensure the safe and accurate ordering, dispensing, and checking of all medication, dressings and appliances and that they are prepared and delivered within the set timescales.
• Dispense and check all prescriptions safely and accurately
• Ensure that all messages are appropriately logged, and appropriate action taken
• Maintain patient confidentiality, being helpful and courteous at all times
• Observe and follow surgery policies, protocols and standard operating procedures (SOPs) at all times
• Undertake agreed tasks once competency achieved
• Adhere to Controlled Drugs protocol
• After training, be able to give advice to patients with regards to their medication
• Assist in the smooth running of the dispensary by ensuring that the workstations are left clean and tidy and by undertaking housekeeping and cleaning duties as appropriate
• Deal with prescriptions monies promptly and accurately
• Replenish all stock levels at the end of the shift forms, medication etc
• Comply with Information Governance and computer usage policies and guidelines
• Use resources effectively
• Share knowledge with colleagues
• Keep up to date (CPD) and undertake mandatory training as stipulated
• Complete additional allocated tasks following discussion and agreement with dispensary manager.
• To provide cover for members of the admin/reception team during periods of sickness and annual leave
• Attend & contribute to practice meetings.
• To take responsibility for own development
• To assist the practice management, dispensary and administrative team with any appropriate clerical and administrative duties.
• Assist patients with obtaining appointments at a time and place convenient to them both face to face and over the telephone.
• Respond to patients requests for information or assistance by ensuring these requests are directed to the most appropriate person.
• Answer the telephone, make appointments for patients and answer queries and questions
• Deal with enquiries, signposting and requests, either face to face or over the telephone from a variety of external sources, such as patients, relatives, clinical team, hospital, pathology, and work colleagues anticipating problems and seeking solutions.
• Deal with distressed/aggressive patients safely and appropriately as they present at the desk or over the telephone
• Be able to prioritise patients in need of urgent medical attention who present to reception in person or telephone in and direct them to the correct clinical intervention and/ or an appointment
• Ensure daily surgeries run efficiently and smoothly. Maintaining an overview of the waiting areas, informing patients of any known delays and ensuring the area remains in a neat and tidy condition
• Record visit requests and alert duty doctor according to practice policy.
• Receive urgent results as they come in from the pathology department at the hospital. Liaise with GP and contact patients with information. Handle specimen samples from patients appropriately.
• Receive, send, file or dispose of information in a secure manner to ensure that confidentiality of information is maintained.
• Register new patients and temporary residents in accordance with Practice procedure
• Listen attentively to patient complaints, resolving minor problems or referring to the Practice Manager where appropriate

CONFIDENTIALITY

In the course of seeking treatment, patients entrust the practice with, or allow the practice 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 however stored is to be regarded as strictly confidential and staff should only access information held in the Practice for a valid purpose and only appropriate to their job role and will be required to sign an agreement to this effect.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in the proper course of your employment or as required by legislation.

HEALTH & SAFETY

The post-holder will assist in promoting and maintaining their own and others health, safety and security, to include:

• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks thereby contributing to a safe working environment
• Using security systems within the workplace according to Practice guidelines
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way as to minimise the risk of healthcare associated infection
• 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, including:

• Active participation in regular individual performance review, including an annual appraisal
• Taking responsibility for maintaining a record of own personal and/or professional development
• Active participation in training to update knowledge and skills in order to maintain competency, including mandatory training.

QUALITY

The post-holder will strive to maintain quality within the Practice, and will:

• 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/Practices performance
• Contribute to the achievement of practice contractual obligations and targets.
• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Support a culture of sharing information, knowledge and reflective practice
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources.
• Apply Practice policies, standards and guidance.

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
• Remain up to date with the practice objectives
• Take a full and active part in the staff meetings offering views and opinions to inform decision- making in the practice
• Participate in audit where appropriate.

Person Specification

Qualifications

Essential

• GCSE Mathematics C or above
• GCSE English C or above
• NVQ2 in Pharmacy Services (or equivalent)

Experience

Essential

• Experience of working within a customer service environment
• Experience of using own initiative

Desirable

• Experience of working in a community pharmacy or dispensing doctors

Knowledge and Skills

Essential

• Problem solving skills
• Demonstrable IT skills
• Excellent communication skills (Written and Oral)
• Ability to work independently and as part of a team

Desirable

• Knowledge of SystmOne
• Understanding of how medication is dispensed for care homes

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.

Employer details

Employer name

Barton House Medical Practice

Address

Barton House

Beaminster

Dorset

DT8 3EQ

Employer's website

https://www.bartonhousemedicalpractice.co.uk/ (Opens in a new tab)