Overview
We are seeking an additional Receptionist / Administrator to join our friendly team based at The Grove MedicalCentre and our branch site, The Marina Surgery. We deliver a high standard of care to the local population, with a list size of approximately 8,600 patients.
We are looking for an enthusiastic, flexible and motivated individual to join our busy administrative team. Office experience is desirable and experience working in a Primary Care setting is advantageous. However, full training and mentoring will be provided.
We are looking to employ a new member of staff for a total of between 16 and 24 hours per week. However, additional ad hoc hours are likely to be available most weeks due to staff annual leave.
About us
We are a medium-sized practice with a list of approximately 8,600 patients based across a broad area of Swansea. Our clinical team consists of 5 GP partners, 2 salaried GPs and a varying number of GP trainees. Our nursing team consists of 3 nurses and 1 healthcare assistant. Our admin team is made up of 12 members of staff including our practice manager and deputy practice manager.
We are a hard-working but friendly team who pride ourselves on providing the best service possible to our patients. Our salary and holiday scheme is based upon the NHS 'Agenda for Change' system which means that our benefits are in line with NHS staff working within secondary care. All our staff are automatically entered into the NHS Pension Scheme.
Job responsibilities
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 which may include 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
* Facilitate appropriate access to services and clinicians
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager or Deputy 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 when on rota
* Maintaining and monitoring the Practice electronic appointments system request system (askmyGP)
* Care navigating patients to the appropriate clinician or external agency
* Processing face-to-face and telephone requests for appointments, home visits and telephone advice calls and ensuring callers are directed to the appropriate healthcare professional
* 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 members and associated healthcare agencies and providers
* Re-stock consulting rooms with forms as required
* Providing clerical assistance to Practice and Trust 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 if required
* Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter as necessary
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, 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
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 people's 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
* Undertaking courses as directed by the Practice Manager where required in order to carry out normal duties
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 team's performance
* Work effectively with individuals in other agencies to meet patient's 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 people's 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
Qualifications
* GCSE grade A to C in English and Maths
Knowledge and Skills
* Ability to provide quality care
* Good interpersonal and communication skills
* Basic IT skills
Experience
* Experience of working in primary care
* Experience of working in a GP practice
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.
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