Job description

Manor View Practice PCN is a well-established GP surgery located at 4 sites in Borehamwood, Bushey, South Oxhey and Watford, with a list size of 45,000+ patients.

We are looking to recruit an Operations Assistant on a full time basis based at our Bushey Practice.

Full time 37.5 hours per week - 08:00-16:00 or 07:45-15:45 each day

The post holder will perform the duties and responsibilities of an Operations Assistant working alongside another Operations Assistant within a General Practice admin team.

You will act as a point of contact for the GPs and healthcare professions as well as the reception and admin teams.

Job responsibilities

Doctors, nurses and non-clinical staff

• Add, create and maintain clinical rotas using EMIS web operating system
• Support the triage hub admin team
• Update appointments system for leave/duty changes
• Arrange locum cover for all sites
• Arrange and attend relevant practice meetings, take and produce notes

Patient services

• Provide reception cover when required
• Support complaints in accordance with practice complaints procedure
• Co-ordinate computerised appointment system for all services
• Ensure clinical system is up-to-date
• Ensure practice information is up-to-date
• Ensure all important and seasonal information is available at the practice, on the website, via SMS etc

Administration

• Attend practice meetings and take notes
• Attend external meetings as appropriate
• Oversee weekly scheduled list and all appointments on computer meet requirements and sessions are covered
• Collect and submit information required by commissioners

Information technology

• Have full understanding of the EMIS appointment system
• Train staff in use of systems
• Co-ordinate updates and changes to clinical system
• Act as RA manager for smart cards
• Create log ins for all new starters

Information

• Ensure communication systems are running smoothly and doctors, nurses and non-clinical staff are kept fully informed of changes in procedures
• Ensure all patient, operational and other important is up-to-date and available at all times

Other tasks

• Co-ordinate health and safety requirements for practice group
• Co-ordinate outside and voluntary agencies as appropriate
• Assist patient participation group
• All other tasks not listed here that relate to this post and the smooth running of the practice as new requirements emerge and/or changes are introduced and implemented

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 and safety

The post holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice health and safety policy, to include:

• Using 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
• Reporting potential risks identified

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.

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 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 policies, standards and guidelines affect their and others’ work
• Participate in audit where appropriate
• Undertake all duties not listed that relate to this post and the smooth running and development of the practice

Job Types: Full-time, Permanent

Salary: £12.80-£14.00 per hour

Schedule:

• Monday to Friday

Application question(s):

• Have you got experience using EMIS web systems?

Experience:

• GP surgery: 1 year (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person