Receptionist / Administrator

7 months ago

Darlington, United Kingdom Primary Healthcare Darlington Full time

To undertake ad hoc project work to meet operational needs. Administration cover when required to help with extraordinary workloads. Ordering of stationery and stock maintaining adequate stock control To support any PHD projects as deemed necessary. To support the aims and objectives of PHD and contribute to the ongoing development of the company as required.

To undertake any other task/duties as may be required. Patient facing responsibilities. Deal with general enquiries from patients and general public. Make appointments for patients to see doctor, nurse and other clinical staff.

Dealing with patients and contacts within the NHS and GP practices, both in person and on the telephone. Monitor flow of patients into the waiting room, ensuring the appointment system accurately reflects the arrival of patients. Team working Work with your colleagues to foster strong team dynamics, working together to deliver the objectives of the team. Understand own role and scope in the organisation.

Work as an effective and responsible team member, supporting others. Accept delegation from the management team, prioritise own workload and ensure effective time management strategies are embedded in own practice. Participate in team activities that create opportunities to improve services. To take responsibility for deliveries to PHD ensuring they reach the correct area of the organisation.

Meetings and events Attend staff meetings. Supporting the arrangement of meetings including the management of booking rooms and maintain diaries. Work to support the GP practices in Darlington. Information, data analysis and reporting You will be required to collate and interpret data for the purpose of reporting to internal, external customers and key stakeholders.

Inputting, monitoring and checking data, required for finite and ongoing projects within the teams. Working with all team members in the collection of information for performance reporting on relevant team projects. Support the production of progress/highlight reports for projects/key work streams. Planning and organising To manage a demanding and reactive workload in a responsive way.

Support Directors and management team in the delivery of projects and services. To work autonomously and in a proactive manner, identifying problems and proposing solutions and alternative courses of action. Possess good organisation skills and to complete work in a timely and accurate manner. To support mobilisation/demobilisation coordination for new contracts.

To coordinate the delivery of interim contracts. Communication Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Acting as a point of contact for other teams working for PHD, dealing and responding effectively with queries and passing on relevant information to appropriate team members sensitively and autonomously. Taking telephone calls for the Directors and management team when out of the office and expected to use initiative to deal with phone calls and messages.

To undertake correspondence as required (this may be confidential and may be complex in nature). To co-ordinate incoming (including open, sort and distribute post and ensure despatch of outgoing post) and outgoing correspondence/mail, taking appropriate action to record, track, progress and prioritise work, composing correspondence on own initiative as required. To develop and maintain accurate and up to date distribution lists across large groups of stakeholders. Be conversant with the roles of all staff within PHD and occasionally with colleagues internal or external to the organisation.

Communicate effectively with other team members. Communicate effectively with patients and carers. Recognise peoples needs for alternative methods of communication and respond accordingly. Information technology, governance, and management systems Have a working knowledge of IT software and hardware relevant to role.

Have a clear understanding of telephone systems. Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team where appropriate. To assist in the management of files, stationery and equipment as required. Contribute to the review and development of existing project systems and contribute to the development of an integrated approach to project management.

Have a clear understanding of how to resolve simple problems with PCs and printers. Training Provide training, advice and support on own area of responsibility as agreed with the Project Manager or Business Manager Support training and induction of new and existing staff. 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 a

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