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Receptionist/administrator

4 months ago

Wrexham, United Kingdom Hope Family Medical Centre Full time

**JOB DESCRIPTION**

JOB TITLE: _RECEPTIONIST/ADMINISTRATOR_

**REPORTS TO: PRACTICE MANAGER**

**HOURS: HRS PER WEEK (in accordance with specified rota)**

**Job Summary**:

- Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
- Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
- Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team
- Facilitate effective communication between patients, members of 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 of the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager/Assistant Practice manager, dependent on current and evolving practice workload and staffing levels:

- Maintaining and monitoring the practice appointments system
- Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional
- Processing and distributing incoming (and outgoing) mail
- Taking messages and passing on information
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with practice guidelines
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy
- _Hope Health Centre,_
- _Hawarden Road, _ **Hope, Wrexham, **_
- **Flintshire. LL12 9NP**_
- _Telephone: 01978 760468_

**_Dr J Parry-James, Dr R Pennington, Dr R Blundell, Dr D Kartha, Dr A Mittal _**:

- _
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

**Competence**:

- You are responsible for limiting your actions to those which you feel competent to undertake. If you have any doubts about your competence during the course of your duties you should immediately speak to the Practice Manager/Assistant Practice Manager.

**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

**Records Management**:

- As an employee of Hope Family Medical Centre, you are legally responsible for all records that you gather, create or use as part of your work within the Organisation (including patient health, financial, personal and administrative), whether paper based or on computer. All such records are considered public records, and you have a legal duty of confidence to service users (even after leaving the practice). You should consult the Practice

Manager/Assistant Practice Manager if you have any doubt as to the correct management of records with which you work.

**Health & Safety**:
The post-holder will promote and manage their own and others’ health and safety and infection control as defined in the practice Health & Safety Policy, the practice Standard Operating
Procedures, and the practice Infection Control policy and published procedures. This will include
(but will not be limited to):

- Using personal security systems within the workplace according to Practice guidelines
- Awareness of national standards of infection control and cleanliness and regulatory / contractual / professional requirements, and good practice guidelines
- _Hope Health Centre,_
- _Hawarden Ro