Job summary
Nantgarw Road Medical Centre is
looking for a part time (20 hours over 4 days plus cover) receptionist/administrator to work with our hard working, committed and
friendly team.
Main duties of the job
Candidates must be computer literate
and have a good telephone manner and the ability to work under pressure. Previous experience in a surgery or NHS
environment and experience of EMISweb or Vision computer system a distinct
advantage. Duties include answering the telephone, booking appointments,
patient follow up for test results, coordination of requests for medical
reports, stationery ordering, processing of incoming correspondence.
About us
We are a 4 partner / 9 GP training practice (with three trainers) working from a modern premises
close to the A470, and a branch surgery in the aber valley.
We
offer a supportive environment , and good working facilities.
Job description
Job responsibilities
- Opening
up/locking-up of practice premises and maintaining security in accordance
with practice protocols
- Maintaining
and monitoring the practice appointments system
- Acting
on tasks sent by GPs arranging patient follow up
- Processing
personal and telephone requests for appointments, visits and telephone
consultations and ensuring callers are care navigated to the appropriate healthcare
professional
- Processing
and distributing incoming (and outgoing) mail. Including sending post
on rota
- 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
- Sorting,
Scanning, Workflow of incoming post
- New
patient registration
- New patient signposting regarding 'unhealthy behaviours'
- Workflow administration
- Care navigation
- Initiating
contact with and responding to requests from patients, other team member
and associated healthcare agencies and providers
- Providing
clerical assistance to practice staff as required from time to time
- Ordering,
re-ordering and monitoring of stationery and other supplies [2nd
Line]
- Following
emergency procedures, and identifying risks within the surgery environment
- Any
other duty applicable to grade, as requested by Practice Manager or deputy
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.
Information about patients should not be disclosed in public domain
regardless of nature of information.
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.
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 recognizes 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.
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 recognize the importance of effective communication within the team and
will strive to:
- Communicate politely and effectively with other team
members
- Communicate
politely and effectively with
patients and carers
- Recognize
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.
Job description
Job responsibilities
- Opening
up/locking-up of practice premises and maintaining security in accordance
with practice protocols
- Maintaining
and monitoring the practice appointments system
- Acting
on tasks sent by GPs arranging patient follow up
- Processing
personal and telephone requests for appointments, visits and telephone
consultations and ensuring callers are care navigated to the appropriate healthcare
professional
- Processing
and distributing incoming (and outgoing) mail. Including sending post
on rota
- 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
- Sorting,
Scanning, Workflow of incoming post
- New
patient registration
- New patient signposting regarding 'unhealthy behaviours'
- Workflow administration
- Care navigation
- Initiating
contact with and responding to requests from patients, other team member
and associated healthcare agencies and providers
- Providing
clerical assistance to practice staff as required from time to time
- Ordering,
re-ordering and monitoring of stationery and other supplies [2nd
Line]
- Following
emergency procedures, and identifying risks within the surgery environment
- Any
other duty applicable to grade, as requested by Practice Manager or deputy
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.
Information about patients should not be disclosed in public domain
regardless of nature of information.
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.
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 recognizes 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.
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 recognize the importance of effective communication within the team and
will strive to:
- Communicate politely and effectively with other team
members
- Communicate
politely and effectively with
patients and carers
- Recognize
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.
Person Specification
Experience
Essential
- 1. Experience
- Experience of working in a public reception environment
- Experience of telephone switchboard operation
- Experience of EMIS WEB clinical system/or another GP system
- Experience of Microsoft Office software
- Audio typing
- Experience of dealing with the public/patients
- 2. Knowledge/Skills
- Advanced numeracy skills
- Excellent keyboard and computer skills
- Excellent communication skills
- 3. Qualities/Attributes
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to use own judgement, resourcefulness and common sense
- Ability to work without direct supervision and determine own workload priorities
- Ability to work as part of an integrated multi-skilled team
- Pleasant and articulate
- Able to work under pressure
- Able to work in a changing environment
- Able to use own initiative
- 4. Other
- Flexibility of working hours/ able to work at the desired times
- Experience of Primary Care
- Car driver/clean licence
Desirable
- Experience of
- Docman, Acurx, econsult, WCCG, GPTR systems desirable
Person Specification
Experience
Essential
- 1. Experience
- Experience of working in a public reception environment
- Experience of telephone switchboard operation
- Experience of EMIS WEB clinical system/or another GP system
- Experience of Microsoft Office software
- Audio typing
- Experience of dealing with the public/patients
- 2. Knowledge/Skills
- Advanced numeracy skills
- Excellent keyboard and computer skills
- Excellent communication skills
- 3. Qualities/Attributes
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to use own judgement, resourcefulness and common sense
- Ability to work without direct supervision and determine own workload priorities
- Ability to work as part of an integrated multi-skilled team
- Pleasant and articulate
- Able to work under pressure
- Able to work in a changing environment
- Able to use own initiative
- 4. Other
- Flexibility of working hours/ able to work at the desired times
- Experience of Primary Care
- Car driver/clean licence
Desirable
- Experience of
- Docman, Acurx, econsult, WCCG, GPTR systems desirable
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.
