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Administrative Assistant Portsmouth, South East England, England

Just Ears Clinic

Full Time Portsmouth, South East England, England 12.5 GBP HOURLY Today

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: