Main Duties/Key Tasks: To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate, timely and quality manner. To assist the Practice Manager with all clerical and administrative duties. Record and prepare agendas, minutes of meetings, specifying decisions made and follow up action required for subsequent approval by the Partners, Clinical, management and administrative team. To make appointments, bookings and admissions as required. Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery. Responsible for appointing practice referrals to appropriate clinic or arranging admissions to facilitate the patient journey. Request patient notes, x-rays and results from other departments, hospitals or GP surgeries Manage the Principal GP and Practice Managers diaries to ensure effective time management. Extract, collate and summarise data to enable preparation of standard verbal, written or statistical reports or returns. To assist all staff in dealing with Emis I.T. problems. Plan and organise meetings and events, including venue, attendees and travel arrangements. Assisting in the training and induction of any new staff members. This may include reception/ admin staff or locums who may work in the surgery from time to time. Update the training pack when necessary for any new starters. Provide cover for the reception team if required, being fully aware of any changes to reception procedures. To carry out, monitor and maintain any necessary work for the Local Enhanced Services/Direct Enhanced Services to support the practice with achieving their targets. Liaise directly with PPG members, arrange and minute meetings and ensure completion of LES. Manage time effectively, prioritising work to meet competing demands. To make basic decisions regarding workload priorities, patient enquires and diary conflicts independently. To provide support to the Practice Manager in project work, and in the running of key systems and procedures such as Emis web diaries and health & safety. To undertake specific assigned tasks, project support, or development / change work which may arise from time to time. Competencies: Sound knowledge of Windows and MS Office Awareness of data security requirements IT literate Good verbal and written communication skills Problem solving skills Flexible approach, team player, good sense of humour Confidentiality: While 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 and free from hazards Actively reporting of 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 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, 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 To participate in Individual/Team Appraisal, attend mandatory training courses and complete an Annual Personal Learning Plan to identify individual training and development needs. To participate in training of other staff members including orientation and induction as appropriate. 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 Communicate effectively with Clinical Commissioning Groups and other NHS bodies, and other GP practices and service providers. Recognise peoples needs for alternative methods of communication and respond accordingly Maintain and foster good relationships with all colleagues concerned with the provision of Healthcare Services and Allied Professions/Agencies. 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 Production of performance and quality information: The post-holder will: Ensure that documentation (electronic and paper-based) exists to support performance standards across the full range of performance-based activity QOF, Enhanced Services etc. Assist in the production of information for clinical audit. Undertake ad-hoc work related to the performance of the practice under the guidance of the practice manager. Data quality: The post-holder will: Work within the clinical computer system to improve data quality, using the expertise of other data staff where appropriate Develop and maintain knowledge and skills to ensure compliance with the Practices Information and Technology Strategy