Job description

Job responsibilities

Administrative Duties

• To have a thorough knowledge of all service procedures and protocols and know where to access them for reference, adhering to them at all times.
• To manage the reception team rotas to ensure cover is available at the necessary time in order to meet patient demand and workload activity.
• To support the management team with chronic disease recall systems, patient registers and any administration relating to cytology and immunisation as required.
• Summarise new and existing patient notes following appropriate training.
• To receive incoming and initiate outgoing calls in order to facilitate timely and appropriate queries.
• To undertake any other administrative tasks as directed by the practice manager within field of competence or following appropriate training.
• To liaise and arrange meetings as required and to attend meetings and take minutes.
• Ensure adherence at all times to the requirements of the Data Protection Act.
• To assist with the gathering of statistics and information when required.

Reception duties

• Have a good understanding and knowledge of all reception duties and provide training to other staff when required.
• Act as a chaperone for general examinations if requested following appropriate training.
• Deal with general enquiries and explain procedures as requested.
• Undertake reception cover if necessary due to staff absence.

Premises

• Open up premises at the start of the day, if first to arrive, de-activate the alarm make all necessary preparations to receive patients for the opening time of the Practice.
• When last to leave premises at the end of the day, ensure that the building is totally secured, telephone diverted to Out of Hours number, internal lights are switched off and the alarm activated.
• Ensure the reception area, notice boards and leaflet racks are tidy and free from clutter and obstructions.

Personal/Professional development

The post holder will participate in any training activity implemented by the Practice or gtd healthcare as part of this employment, such activity to include:

• Participation in an annual performance review (appraisal), including taking responsibility for maintaining a record of own development activity.
• Taking responsibility for own development and learning by following through objectives set at appraisal.
• Ensure attendance at identified training events.
• Attend induction training, mandatory training and mandatory updates as required.
• Attendance at meetings.
• Support the induction and training of new members of staff in reception procedures.

Quality

The post holder will strive to maintain quality within the Practice by:

• Alerting other team members to issues of quality and risk.
• Assessing own performance and taking accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and teams activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patient needs.
• Effectively manage own time, workload and resources.

Other duties:

• Any other duties, as agreed with the line manager to meet the needs of the organisation. This may include travel to other sites within the organisation.

Person Specification

Experience

Essential

• Working in a GP Practice.
• Working in a busy public reception environment.
• Working with Clinical software e.g. EMIS.
• Reception & clerical duties.
• Supervision of staff.
• Using computer office programmes.
• Dealing with the public/patients.
• Working in a busy telephone answering environment.
• Working as part of a team.
• Working in an NHS service.

Qualifications

Essential

• Good standard of secondary education or equivalent.
• Demonstrable commitment to professional development.

Desirable

• IT/Word processing qualification.

Skills and Attributes

Essential

• Excellent organisational skills.
• Excellent communication skills verbal and written.
• Excellent customer service skills.
• Polite, pleasant & professional interpersonal manner, both on the
• telephone and in person.
• Able to work effectively as part of a team.
• Able to work on own initiative & problem solve within own area of
• work.
• An understanding, acceptance & adherence to the need for strict
• confidentiality.
• Able to work without direct supervision and determine own
• work priorities.
• Able to work under pressure.
• Able to liaise effectively with a range of individuals/services
• within the practice, within gtd healthcare and externally.
• Excellent computer and IT skills.
• Good report/letter writing skills.
• Good standard of word processing and keyboard skills.
• Good knowledge of medical terminology and read coding.
• Able to maintain an accurate and thorough approach to work.
• Able to work to set standards, policies & procedures.
• Interest & aptitude for learning new skills.
• Willingness to actively engage in appraisal, personal development
• and training.
• Awareness of diversity issues & able to work in a nondiscriminatory manner.
• Flexible approach to undertaking a wide variety of tasks.
• Flexible approach to working hours, willingness to work antisocial hours, shifts, cover at other practices as required.

Desirable

• Statistical & data analysis skills.

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.

Employer details

Employer name

Gtd Healthcare

Address

Elmwood Medical Centre

7 Burlington Road

Buxton

Derbyshire

SK17 9AY