Receptionist/Office Coordinator

2 days ago

Swindon, Swindon, United Kingdom Westrop Medical Practice Full time
Job Summary

The purpose of this role is to provide administrative support to the Westrop Medical Practice team, ensuring the smooth operation of the practice and delivering exceptional patient care.

Key Responsibilities
  • Offer general assistance to the practice team, projecting a positive and friendly image to patients and visitors.
  • Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective manner.
  • Undertake a variety of administrative duties to assist in the practice's smooth running, including secretarial and clerical support to clinical staff and other team members.
  • Facilitate effective communication between patients, healthcare professionals, and other associated agencies.
Duties and Responsibilities
  • Opening and closing the practice premises, maintaining security in accordance with practice protocols.
  • Maintaining and monitoring the practice appointments system.
  • Processing personal and telephone requests for appointments, visits, and telephone consultations, 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, team members, and associated healthcare agencies and providers.
  • Clearing and restocking consulting rooms as required.
  • Providing clerical assistance to practice staff as needed, including word processing, filing, photocopying, and scanning.
  • Ordering, reordering, and monitoring stationery and other supplies.
  • Dealing with clinical waste.
  • Providing refreshments for staff and visitors as required, loading and emptying the dishwasher, and keeping the kitchen area clean and tidy.
  • Maintaining the reception area, noticeboards, and leaflet dispensers in a tidy and clutter-free state.
Confidentiality
  • In the course of seeking treatment, patients entrust us with sensitive information regarding their health and other matters, which must be kept confidential.
  • The post-holder may have access to confidential information relating to patients, carers, practice staff, and other healthcare workers, which must be treated with the utmost discretion.
  • Information may only be divulged to authorized persons in accordance with 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, manual, and published procedures.
  • Using personal security systems within the workplace according to practice guidelines.
  • Identifying 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 manner, and free from hazards.
  • Actively reporting health and safety hazards and infection hazards immediately when recognized.
  • Keeping own work areas and general/patient areas clean, assisting in maintaining 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.
Equality and Diversity
  • The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues, including:
  • 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 that is welcoming to and of the individual, non-judgmental, and respects their circumstances, feelings, priorities, and rights.
Personal/Professional Development
  • The post-holder will participate in any training program implemented by the practice as part of this employment, including:
  • 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, including:
  • Alerting other team members to issues of quality and risk.
  • Assessing own performance and taking accountability for own actions, either directly or under supervision.
  • Contributing 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.
  • Working effectively with individuals in other agencies to meet patients' needs.
  • Effectively managing 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.
Contribution to the Implementation of Services
  • 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 audit where appropriate.

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