Administration and Clerical Roles

Administration and Clerical Roles;
Essential Requirements           

• Must be familiar with NHS Computer Systems
• NHS Smart-card (Preferred)
• Good understanding of Read Codes and Quality Outcome Framework
• Confident Telephone and Face To Face
• Right to Work in UK (RtW)
• Standard DBS check
• Must be able to provide 2 references, one must be your last employer.

Job Description;

• Provide 360 degree reception duties for the Practice, (including extended hours if necessary).
• A high level of accuracy when typing letters, referrals and reports.
• Using the appointments system on the Emis Web Computer program.
• Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
• Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team.

Duties and Responsibilities;
The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list.  Duties may be varied from time to time under the direction of the Senior Receptionist/Practice Manager, dependent on workload and staffing levels:

• Opening and closing of the Practice and maintaining security in accordance with Practice protocols
• Maintaining and monitoring the Practice appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing repeat prescriptions in accordance with Practice guidelines
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Providing clerical assistance to Practice as required, including typing, filing, photocopying and scanning
• Provision of refreshments for staff and visitors as required and keeping the kitchen area clean and tidy
• Keeping the reception area, notice-boards and 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 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 the 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

Continuous 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 team’s performance
• Work effectively with individuals in other agencies to meet patient needs
• Effectively manage own time, workload and resources

Communication;
The post-holder should recognize 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:

• Cover for colleagues for training and annual leave absence
• 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 audit where applicable

If this is the type of work you are looking for, please give us a call to discuss your availability.
*Aspire Locums is a specialist Medical Recruitment Agency supplying qualified and experienced Medical and Healthcare Professionals to NHS and Private Healthcare Organisations.

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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