Job Description

Job description

Candidates must own a UK driving license and have access to a vehicle as we work out of 2 locations

12a Greggs wood Road, Tunbridge Wells, TN2 3JL AND

The Old Bakery, Penshurst Road, Speldhurst, TN3 0PE

Shift pattern includes;

Monday 7:45am to 1pm

Wednesday 12:45pm to 6:15pm

Thursday 7:45am to 1pm

Total hours 16 per week minimum.

Candidates will also be required to help cover other team members shifts (holiday and sickness)

The role also includes weekend and evening working on a rota basis throughout the year.(currently weekend is Saturday 9am to 1pm, on a rota about once yearly. There is no current requirement for evening working)

Job Responsibilities

GENERAL ADMINISTRATION

To have a thorough knowledge of all practice procedures Processing and distributing incoming and outgoing mail Filing and retrieving paperwork/correspondence, including filing to patient records Computer data entry, processing and recording information in accordance with practice procedures Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning Cover sickness/annual leave and work reasonable overtime when required, including some weekends.

RECEPTION

Receiving patients, consulting with members of practice team Handing completed repeat prescriptions to patient and checking names and address. Be able to cover all reception position as necessary Taking messages and passing on information Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Ensure that system is operational at the beginning of each day and at the end of each day.

APPOINTMENT SYSTEM MANAGEMENT

Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record. Monitor effectiveness of the system and report any problems or variations required.
Deal with home visit requests, carefully noting all details

Arrange transport to hospital appointments for housebound patients

MEDICAL RECORDS MANAGEMENT

Retrieve and refile records as required, following records management processes. Ensure correspondence, reports, results, etc., are filed in correct record.
Processing repeat prescriptions in accordance with practice guidelines

Handing completed repeat prescriptions to patient and checking names and address.

CONSULTATION ROOM PREPARATIONS

Clearing and re-stocking of consulting rooms as required Consulting rooms prepared in readiness for each consulting session. Rooms are checked at the end of each consulting session and left tidy and secure.

Other Job Responsibilities

CONFIDENTIALITY

Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.

Maintain an awareness of the Freedom of Information Act.

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 manage their own and others' health & safety and infection control as defined in the Practice's Health & Safety Policy, the Practice Health & Safety Manual, and the Practice's Infection Control Policy and published procedures.

Comply with Practice health & safety policies by following agreed safe working procedures

Actively report health & safety hazards and infection hazards immediately

Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.

Undertaking periodic infection control training (minimum annually)

Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.

Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.

Reporting incidents using the organisations Incident Reporting System

Using personal security systems within the workplace according to Practice guidelines

Making effective use of training to update knowledge and skills

EQUALITY AND DIVERSITY

The post-holder will support, promote and maintain the Practice's Equality & Diversity Policy.

No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.

PERSONAL/PROFESSIONAL DEVELOPMENT:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with 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

OTHER DELEGATED DUTIES

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Job Types: Part-time, Permanent

Job Types: Part-time, Permanent

Salary: starting at 11.44

Job Type: Part-time

Pay: From 11.44 per hour

Benefits:

Company pension Free flu jabs Free parking On-site parking Sick pay Store discount
Work Location: In person

Expected start date: 23/06/2025

Qualifications

Proven office and administrative experience in a medical or healthcare setting Strong organizational and multitasking skills Excellent communication and interpersonal abilities Proficient in managing patient records and scheduling appointments A valid driving license is required for this position Ability to maintain confidentiality and adhere to HIPAA regulations
Job Type: Part-time

Pay: From 12.21 per hour

Expected hours: 16 - 24 per week

Benefits:

Company pension Free flu jabs Free parking On-site parking Sick pay Store discount
Work Location: In person