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Job description

JOB DESCRIPTION

JOB TITLE: ADMINSTRATIVE ASSISTANT - FULL TIME

REPORTS TO: PRACTICE MANAGER

HOURS: 37.5 HOURS PER WEEK - Worked flexibly including working from office, home, Saturday's on a rota basis and possible early evening clinics.(Saturdays are 8.50am - 1.50pm)

RATE OF PAY: £24,375 PA (£12.50 AN HOUR)

Job Summary:

You will be an integral part of our administrative team, and no day will be the same! From liaising with patients and booking appointments, answering phone and email enquiries, to welcoming patients to the clinic, tracking patient activity, and much more! We are a friendly team who believe in working together to get the job done.

Job responsibilities:

• Provide administrative support to members of the practice team in the following areas:
• Monitoring and replying when necessary, emails and booking enquiries
• Answer telephone calls for bookings and enquiries
• Ensure total familiarity with all appointment systems
• Book appointments and follow up appointments ensuring sufficient information is recorded to enable retrieval of the medical record
• Monitor administrative requests sent by Practitioners on the system
• Arrange refunds/partial refunds
• Send out referral letters as appropriate
• Send Mailshots and Marketing materials

Management of Reception Duties

• Check Consulting Room is clean and tidy and prepared for clinic
• Answer the door entry phone to patients
• Show patients to a seat and advise the practitioner will call them when ready
• Ensure appointment system accurately reflects the arrival of patients
• Provide Practitioner with a printed clinic list
• Take any additional payment from patient if needed (appointments are paid prior)
• Make follow up appointment if required
• Escort patient out of the building

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 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 of 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 (minimum annually)
• Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

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 recognizes 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.

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 team’s performance
• Work effectively with individuals in other agencies to meet patients 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
• Recognize people’s needs for alternative methods of communication and respond accordingly

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 Type: Full-time

Salary: £12.50 per hour

Benefits:

• Company events
• Company pension
• Employee discount
• On-site parking
• Store discount

Schedule:

• Monday to Friday
• Weekend availability

COVID-19 considerations:
All patients are asked to wear face maskes

Work authorisation:

• United Kingdom (required)

Work Location: Hybrid remote in Portsmouth, PO6 4TY

Application deadline: 30/06/2023
Reference ID: AA/FT