Job Description

About us

Leatside Health Centre is known for their pro-active approach within Primary Care and the Primary Care Network, and the combined practices have a patient population of 16,800 patients.

Job Specification

JOB TITLE: PERSONAL ASSISTANT (PA)

REPORTS TO: Office Manager

HOURS: 20 - 37.5hrs - TBC

SALARY: 12.21

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post holder with the position. The description will be open to regular review and may be amended to take into account development within the organisation. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the business.

Purpose of the role

To provide efficient personal assistance to the Practice, Doctors and Health Professionals.

Key responsibilities

The following are the core responsibilities of a Personal Assistant. There may be occasions when there is a requirement to carry out other tasks; this will be dependent on factors such as workload, staffing levels and direction of the Team Lead/Manager:

Supporting nominated Doctors, and Health Professionals, dealing with administrative queries and tasks on their behalf To assist the practice management team with clerical and administrative duties Liaise with wider system, outside agencies and secondary care to make hospital appointments, bookings and admissions as requested, and sending of patient documentation such as profiles To establish, and maintain, filing and administrative systems so that written or computer information is easily accessible and secure To receive incoming, and initiate outgoing telephone calls, in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries To maintain the computer clinic system in an accurate and secure manner To process incoming and outgoing mail, including franking of post and maintaining a pending system To monitor the practice enquiries and letters email inboxes To scan and assign incoming documents to the relevant patient record Readcoding of all assigned documents, following the appropriate processes and protocols Ensure optimisation processes are followed, to relieve the clinical team of receiving inappropriate documents Process eConsults in line with the agreed processes and protocols File patient records and correspondence in patient medical records, as necessary To monitor and process the PA workflow/tasks inbox To ensure unmatched pathology results are assigned Processing forms prior to passing to the GP e.g. private medicals Advise patients on the relevant charges for private and non GMS procedures, and generate invoices as necessary To provide cover for members of the PA team during periods of sickness and annual leave To assist with the gathering of statistics and information when required Apply practice policies, standards and guidance and amend if requested Any other responsibilities that your line manager feels necessary to the role of a PA.

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 , 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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will 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 Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role Undertaking periodic infection control training Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children and adults

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

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 patients' needs Effectively manage own time, workload and resources

Professional development

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

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 audits where appropriate
Job Types: Full-time, Part-time, Permanent

Pay: 12.21 per hour

Benefits:

Company pension On-site parking
Education:

GCSE or equivalent (required)
Experience:

Office/Computer: 1 year (required)
Work Location: In person