Administrator/scanner

**Birchwood Surgery**

**Administrator/Scanner job description & person specification**

**Job Title**

Administrator/Scanner

**Line Manager**

Deputy Practice Manager

**Accountable To**

Practice Manager

**Hours Per Week**

Part Time Hours - TBC

**Pay Per Hour**

£9.50

**Job Summary**

To be responsible for undertaking a wide range of administrative duties including scanning incoming medical documents and assisting the practice team where required. You must project a positive and friendly image to patients and other visitors, either in person or via the telephone. To receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way. Responsibilities include assisting in the smooth running of the practice, including the provision of support to clinical staff and other members of the practice team. Facilitate effective communication between patients, members the primary health care team, secondary care, and other associated healthcare agencies

**Duties and responsibilities**:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the management team, dependent on current and evolving practice workload and staffing levels:

- Providing clerical assistance to practice staff, including word/data processing, filing, photocopying, and scanning
- Filing and retrieving paperwork
- Processing and distributing incoming and outgoing mail
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Processing requests for appointments, both face-to-face and telephone, visits, and ensuring callers are directed to the appropriate healthcare professional
- Maintaining and monitoring the practice appointments system
- Maintaining a professional, courteous, and confidential approach to all patients, staff, and visitors
- Taking messages and passing on information
- Processing repeat prescriptions in accordance with practice guidelines
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Ordering, re-ordering and monitoring of stationery and other supplies
- Provision of refreshments for staff and visitors as required, loading, and emptying the dishwasher and keeping the kitchen area clean and tidy
- Keeping the reception area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter
- Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols (depending on role)

**(Duties within this role are in exhaustive and may be altered according to practice demands)**

**Generic Responsibilities**

All staff at Birchwood Surgery have a duty to conform to the following:
**Equality, Diversity & Inclusion**

A good attitude and positive action towards ED & I create an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

**Safety, Health, Environment and Fire (SHEF)**

This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

**Confidentiality**

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

**Quality & Continuous Improvement (CI)**

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved