Reception/administrator

**JOB DESCRIPTION Job Title**: Practice Receptionist Section: Reception and administration Responsible To: Reception & Practice Manager Accountable to: The Practice Partners Hours: 35 hours a week Main Purpose of Job: 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 To Include: 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 Reception/Practice Manager, dependent on current and evolving practice workload and staffing levels: Opening up/locking-up of practice premises and 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 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 and pathology links 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 Clearing and re-stock consulting rooms as required Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying, faxing and scanning Ensure that all office equipment is maintained in good repair including checking that equipment is stocked with paper and toners and replacing when required: reporting all faults and required repairs to the Practice Manager Ordering, re-ordering and monitoring of stationery and other supplies when and if requested Dealing with clinical and shredding waste and operatives Provision of refreshments for staff and visitors as required Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter Arranging transport and interpreters for patients where appropriate Support and maintain practice IT System as required in an accurate and secure manner To provide cover for members of the administrative and secretarial team during periods of sickness and annual leave. Specific tasks and projects as required by the reception 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. The post holder must adhere to all legislation relating to confidentiality, data protection and access to records.

**Health & Safety**: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include: Using personal 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. To be responsible for health and safety according to the Health & Safety Work Act (1974). 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