Job responsibilities
JOB TITLE:RECEPTIONIST/ADMINISTRATOR
REPORTS TO:PRACTICE MANAGER
Job summary:
The purpose of the role is to:
Offer general assistance to the practice team and project a
positive and friendly image to patients and other visitors, either in person or
via the telephone
Receive, assist, and direct patients in accessing the
appropriate service or healthcare professional in a courteous, efficient, and
effective way
Undertake a variety of administrative duties to assist in the
smooth running of the practice, including the provision of secretarial and
clerical support to clinical staff and other members of the practice team
Facilitate effective communication between patients, members of
the primary health care team, secondary care, and other associated healthcare
agencies
Duties and responsibilities:
The duties and responsibilities to be undertaken by members of
the practice administration team may include any or all the items in the
following list. Duties may be varied from time to time under the direction of
the practice manager, dependent on current and evolving practice workload and
staffing levels:
Opening up/locking up of practice premises and maintaining
security in accordance with practice protocols
Maintaining and monitoring the practice appointments system
Processing personal and telephone requests for appointments,
visits, and telephone consultations, and ensuring callers are directed to the
appropriate healthcare professional
Providing secretarial duties typing letters, referrals and
reports using a dictation system.
Processing and distributing incoming (and outgoing) mail
Taking messages and passing on information
Filing and retrieving paperwork
Processing repeat prescriptions in accordance with practice
guidelines
Computer data entry/data allocation and collation; processing
and recording information in accordance with practice procedures
Initiating contact with and responding to requests from
patients, other team member and associated healthcare agencies and providers
Clearing and re-stocking of consulting rooms as required
Providing clerical assistance to practice staff as required from
time to time, including word/data processing, filing, photocopying, and
scanning
Ordering, re-ordering and monitoring of stationery and other
supplies
Dealing with clinical waste
Provision of refreshments for staff and visitors as required,
loading and emptying the dishwasher and keeping the kitchen area clean and tidy
Keeping the reception area, noticeboards, and leaflet dispensers
tidy and free from obstructions and clutter
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, 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, free from hazards
Actively reporting 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
Demonstrate due regard for safeguarding and promoting the
welfare of children.
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 that 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, with 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 audits where appropriate