Roleincludes all aspects of reception duties; both face-to-face and telephonecontact with patients. Otheradministration tasks include clerical support to clinical staff, photocopying,filing, electronic scanning of letters and preparation of repeat prescriptions.
Thisis a varied role where computer keyboard skills are essential. A working knowledge of Microsoft Officepackage is desirable. Training on theclinical computer system will be given.
Main duties of the job
Thepurpose of the role is to:
Giveassistance to the Practice team and project a positive and friendly image topatients and other visitors, either in person or via the telephone.
Receive,assist and direct patients in accessing the appropriate service or healthcareprofessional in a courteous, efficient and effective way.
Undertakea variety of administrative duties to assist in the smooth running of thePractice including the provision of secretarial and clerical support toclinical staff and other members of the Practice team.
Facilitateeffective communication between patients, members the primary health care team,secondary care and other associated healthcare agencies.
About us
FairwaterHealth Centre is a busy GP practice, situated in West Cardiff, covering aprimarily suburban area, with a small population in more rural locations.
Weare a dedicated, caring and enthusiastic team, who work closely together toprovide excellent health care to our patient population. We are committed to maintaining a friendlyworking environment that supports each other.
Due to Practice policy, applicants cannot be registered patients.
Job responsibilities
Job title: Administrator /Receptionist
Reports to: Office Manager / PracticeManager
Term of employment: Permanent(subject to references, employment checks and satisfactory completion of aprobationary period)
Salary: £12.24 per hour with pay scale based on lengthof service
Job Summary:
Thepurpose of the role is to:
Giveassistance to the Practice team and project a positive and friendly image topatients and other visitors, either in person or via the telephone.
Receive,assist and direct patients in accessing the appropriate service or healthcareprofessional in a courteous, efficient and effective way.
Undertakea variety of administrative duties to assist in the smooth running of thePractice including the provision of secretarial and clerical support toclinical staff and other members of the Practice team.
Facilitateeffective communication between patients, members the primary health care team,secondary care and other associated healthcare agencies.
Duties andResponsibilities:
Theduties and responsibilities to be undertaken by members of the Practiceadministration team may include any or all of the items in the followinglist. Duties may be varied from time totime under the direction of the Practice Manager,dependent on current and evolving Practice workload and staffing levels:
Openingup/locking-up of Practice premises and maintaining security in accordancewith Practice protocols.
Maintainingand monitoring the Practice electronic appointments system
Processingpersonal and telephone requests for appointments, home visits andtelephone advice calls and ensuring callers are directed to theappropriate healthcare professional.
Processingand distributing incoming and outgoing mail.
Takingmessages and passing on information.
Filingand retrieving paperwork.
Processingrepeat prescriptions in accordance with Practice guidelines.
Computerdata entry/data allocation and collation; processing and recordinginformation in accordance with Practice procedures.
Initiatingcontact with and responding to requests from patients, other team memberand associated healthcare agencies and providers.
Re-stockconsulting rooms with forms as required.
Providingclerical assistance to Practice and Trust staff as required from time totime, including word/data processing, filing, photocopying and scanning.
Ordering,re-ordering and monitoring of stationery and other supplies.
Dealingwith clinical waste.
Provisionof refreshments for staff and visitors as required and keeping the kitchenarea clean and tidy.
Keepingthe reception area, notice-boards and leaflet dispensers tidy and freefrom obstructions and clutter.
Confidentiality:
Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidenceand have the right to expect that staff will respect their privacy and actappropriately.
Inthe performance of the duties outlined in this Job Description, thepost-holder may have access to confidential information relating topatients and their carers, Practice staff and other healthcareworkers. They may also have accessto information relating to the Practice as a business organisation.All such information from any source is to be regarded as strictlyconfidential.
Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the Practice Health & Safety Policy, to include:
Usingpersonal security systems within the workplace according to Practiceguidelines.
Identifyingthe risks involved in work activities and undertaking such activities in away that manages those risks.
Makingeffective use of training to update knowledge and skills.
Usingappropriate infection control procedures, maintaining work areas in a tidyand safe way and free from hazards.
Equality and Diversity:
Thepost holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
Acting in a waythat recognises the importance of peoples rights, interpreting them in away that is consistent with Practice procedures and policies, and currentlegislation. This includes havingregard to and complying with the nine protected characteristics underanti-discrimination legislation (age, disability, gender reassignment,marriage / civil partnership, pregnancy and maternity, race, religiousbelief, sex and sexual orientation).
Respecting theprivacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in amanner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.
Thepost holder will comply with the Practice equality and diversity policy andassociated polices, which recognise and protect the nine personalcharacteristics. The policies aim toensure that all employees and patients are treated equally and fairly.
Personal / Professional Development:
Thepost-holder will participate in any training programme implemented by thePractice as part of this employment, such training to include:
Participation inan annual individual performance review, including taking responsibilityfor maintaining a record of own personal and/or professional development.
Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork.
Undertakingcourses as directed by the Practice Managerwhere required in order to carry out normal duties.
Quality:
Thepost-holder will strive to maintain quality within the Practice, and will:
Alert other teammembers to issues of quality and risk.
Assess ownperformance and take accountability for own actions, either directly orunder supervision.
Contribute to theeffectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance.
Work effectivelywith individuals in other agencies to meet patients needs.
Effectively manageown time, workload and resources.
Communication:
The post-holdershould recognize the importance of effective communication within the team andwill strive to:
Communicateeffectively with other team members.
Communicateeffectively with patients and carers.
Recognize peoplesneeds for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
Thepost-holder will:
Apply Practicepolicies, standards and guidance.
Discuss with othermembers of the team how the policies, standards and guidelines will affectown work.
Participate inaudit where appropriate.
Competence
Youare responsible for limiting your actions to those which you feel competent toundertake. If you have any doubts about your competence during the course ofyour duties you should immediately speak to the Doctor, PracticeManager or Officer Supervisor.
Person Specification
Qualifications
* Educated to GSCE or equivalent level.
* NVQ level 2 or 3 in relevant subject.
Qualities/Attributes
* Ability to work in a team.
* Ability to work in a busy environment.
* Able to work unsupervised.
* Flexible approach to work.
* Remain calm and show empathy when dealing with people experiencing stressful situations.
Additional requirements
* Willing to undertake further relevant training.
* Work extra hours as required.
* Take on extra tasks and projects as required.
Knowledge and skills
* Computer skills able to use Microsoft Office.
* Able to use own initiative.
* Problem solving.
* Aware of own limitations.
* Able to communicate with range of people.
* Medical record administration.
* Experience of using patient management system.
* Keep track of multiple tasks and follow up as necessary.
* Continual learning. Identify opportunities to improve and innovate.
* Welsh speaker.
Experience
* Working with the public in a face to face or telephone role.
* Previous employment in a healthcare related role.
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.
£12.24 an hourwith pay scale based on length of service
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