Job Description

Principal Duties Operating the administrative functions of the services telephone booking system. Front of house, welcoming role, meeting and greeting patients/visitors coming into the practice. Work as a member of the reception team, providing all aspects of reception duties including taking & recording messages, booking of appointments for patients and answering telephone enquiries. Process new patient registrations and temporary registrations.



Respond appropriately to verbal complaints and refer any unresolved issues to support/operational management when necessary. Use appropriate methods to communicate effectively within a team i.e. email, attending meetings. Carry out a variety of clerical duties as and when required i.e.



scanning, filing, faxing and photocopying. Acting as a chaperone for a clinician if requested. Open post received on site and deal with it appropriately, scanning into SystmOne where required. To record episodes from incoming items of post and log correctly.



Provide administrative support for data quality. To assist with the daily production of prescriptions, nomads & repeat dispensing. To assist the support manager and other practice staff with the induction of any new or temporary receptionist staff. Act upon Doctors requests to follow up patients i.e.



liaise with other agencies, secondary care, patients, families and carers on the practices behalf (Tasks). Deal with incoming telephone calls and act upon each appropriately i.e. offer and book an appropriate appointment, refer for further clinical advice. Take and record messages for clinical staff e.g.



home visits and further medical advice. Shared responsibility for reception, waiting room and consultation rooms upkeep and tidiness including leaflets and posters. Reporting of faults, equipment breakdown or failure, building maintenance to the support manager. Process and acknowledge receipt of monies from patients, as required.



Be aware of Health & Safety policies and procedures and report any occurrences of incidents to management, using the incident reporting procedure. Opening and securing of premises as required. Other To be responsible for continuing personal development To have an annual PDR with line manager. Support, network and provide cover for sites across the Primary Care Sheffield group as required.



Service Development Assist in development of practice policies and procedures. 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 implement and lead on the full range of promotion and management of 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 (but will not be limited to):

Ensure jobholders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management. Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business. 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 across the business.



Making effective use of training to update knowledge and skills, and initiate and manage the training of others. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial/corrective action where needed. Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised. Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other senior managers.



Undertaking periodic infection control training (minimum annually). Routine management of own team/team areas, and maintenance of workspace standards. Demonstrate due regard for safeguarding and promoting the welfare of children and vulnerable 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 peoples 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 that is welcoming, is non-judgmental and respects individual 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.



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 teams performance. Work effectively with individuals in other agencies to meet patients needs.



Effectively manage own time, workload and resources. General The main duties and responsibilities shown above are not exhaustive but should merely be regarded as a guide. The post-holder will be expected to conduct any reasonable activities according to the service needs at that time. These will be subject to periodic review and may be amended to meet the challenging needs of the service.



The post-holder will be expected to participate in this process and the organisation would aim to reach agreement to changes.