A visionary training practice located in central historic Rochester, caring for 12,400 patients. We are looking to recruit a full-time confident, professional and proactive Administrator.
Main duties of the job
Effective communication andorganisational skills are essential with a calm and measured approach as thisis a busy and demanding role.
It is desirable but not essential tohave general practice experience and be familiar with the EMIS clinical system.Excellent people skills are required to meet the needs of this role and, aspart of a busy team, you will need to be supportive and flexible. You shouldhave strong IT skills and be keen to develop new skills. Previous medicalexperience is not essential however experience working in a challengingcustomer / client service environment is desirable.The role will include among other duties:
- Reception duties, telephone answeringand dealing with patient queries
- Assisting clinical staff to supportpatients
- Signposting
- Offer general assistance to the practice teamand project a positive and friendly image to patients and other visitors,either in person or via the telephone
- Receive, assist and direct patients inaccessing the appropriate service or healthcare professional in a courteous,efficient and effective way
- Undertake a variety of administrative dutiesto assist in the smooth running of the practice
- Facilitate effective communication betweenpatients, members of the primary health care team, secondary care and otherassociated healthcare agencies
About us
We are a practice with approximately 12,400 patients, who are assimilated with a proactive Primary Care Network. City Way Medical Practice is made up of an extensive clinical team including:
- Health Care Assistant
- Practice Nurses
- Paramedic Practitioner
- Advanced Clinical Practitioner
- Advanced Nurse Practitioner
- Three GP Partners
With friendly and productive team members and, a plethora of training opportunities
Job responsibilities
JOB TITLE: RECEPTIONISTat City Way Medical Practice
REPORTS TO: MedicalReceptionist Part time
Job summary:
The purposeof the role is to:
Offer general assistance to the practice team and project apositive and friendly image to patients and other visitors, either in person orvia the telephone
Receive, assist and direct patients in accessing the appropriateservice or healthcare professional in a courteous, efficient and effective way
Undertake a variety of administrative duties to assist in the smoothrunning of the practice
Facilitate effective communication between patients, members ofthe primary health care team, secondary care and other associated healthcareagencies
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 senior receptionist/practice manager, dependenton current and evolving practice workload and staffing levels:
- Processing personal and telephonerequests for appointments, visits and telephone consultations and ensuringcallers are directed to the appropriate healthcare professional
- Opening up/locking-up of practicepremises and maintaining security in accordance with Practice protocols
- Maintaining and monitoring the practiceappointments system
- Processing and distributing incoming (andoutgoing) mail
- Taking messages and passing oninformation
- Filing and retrieving paperwork
- Processing repeat prescriptions inaccordance with practice guidelines
- Computer data entry/data allocation andcollation; processing and recording information in accordance withpractice procedures
- Initiating contact with and responding torequests from patients, other team member and associated healthcareagencies and providers
- Clearing and re-stock consulting rooms asrequired
- Providing clerical assistance to practicestaff as required from time to time, including word/data processing,filing, photocopying and scanning
- Ordering, re-ordering and monitoring ofstationery and other supplies
- Provision of refreshments for staff andvisitors as required; where applicable, loading and emptying thedishwasher and keeping the kitchen area clean and tidy
- Keeping the reception area, notice-boardsand 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 inrelation to their health and other matters. They do so in confidence and have theright to expect that staff will respect their privacy and actappropriately
- In the performance of the duties outlinedin this job description, the post-holder will have access to confidentialinformation relating to patients and their carers, practice staff andother healthcare workers. They mayalso have access to information relating to the practice as a businessorganisation. All such information from any source is to be regardedas strictly confidential
- Information relating to patients, carers, colleagues, otherhealthcare workers or the business of the practice may only be divulged toauthorised persons in accordance with the practice policies and proceduresrelating to confidentiality and the protection of personal and sensitivedata
Health & safety:
The post-holder will assist in promoting andmaintaining their own and others health, safety and security as defined in thepractice health & safety policy, the practice health & safety manual,and the practice infection control policy and published procedures. This willinclude:
- Using personal security systems withinthe workplace according to practice guidelines
- Identifying the risks involved in workactivities and undertaking such activities in a way that manages thoserisks
- Making effective use of training toupdate knowledge and skills
- Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way and free fromhazards
- Actively reporting of health and safetyhazards and infection hazards immediately when recognised
- Keeping own work areas and general /patient areas generally clean, assisting in the maintenance of generalstandards of cleanliness consistent with the scope of the job holdersrole
- Undertaking periodic infection controltraining (minimum annually)
Equality and diversity:
The post-holder will support the equality, diversity and rights ofpatients, carers and colleagues, to include:
- Actingin a way that recognizes the importance of peoples rights, interpretingthem in a way that is consistent with practice procedures and policies,and current legislation
- Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behavingin a manner which is welcoming to and of the individual, is non-judgmentaland respects their circumstances, feelings priorities and rights.
Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include:
- Participationin an annual individual performance review, including takingresponsibility for maintaining a record of own personal and/orprofessional development
- Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork
Quality:
Thepost-holder will strive to maintain quality within the practice, and will:
- Alertother team members to issues of quality and risk
- Assessown performance and take accountability for own actions, either directlyor under supervision
- Contributeto the effectiveness of the team by reflecting on own and team activitiesand making suggestions on ways to improve and enhance the teamsperformance
- Workeffectively with individuals in other agencies to meet patient needs
- Effectivelymanage own time, workload and resources
Communication:
The post-holder should recognize theimportance of effective communication within the team and will strive to:
- Communicateeffectively with other team members
- Communicateeffectively with patients and carers
- Recognizepeoples needs for alternative methods of communication and respondaccordingly
- Adherenceto the practice policy regarding the use of personal mobile phones and alltypes of social media
Contributionto the implementation of services:
Thepost-holder will:
- Apply practice policies,standards and guidance
- Discuss with other members of theteam how the policies, standards and guidelines will affect own work
- Participate in audit whereappropriate
This job description is not exhaustiveand you may be asked to undertake other work with the appropriate training andsupport.
Person Specification
Qualifications
- Effective communication and organisational skills are essential with a calm and measured approach as this is a busy and demanding role.
Experience
- Excellent people skills are required to meet the needs of this role and, as part of a busy team, you will need to be supportive and flexible. You should have strong IT skills and be keen to develop new skills. Previous medical experience is not essential however experience working in this environment is desirable.
- It is desirable but not essential to have general practice experience and be familiar with the EMIS clinical system.
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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