Administration Assistant

**Job Summary**:
The purpose of the role is to:

- Work alongside existing reception, administration and dispensary staff to provide a sensitive, efficient and confidential service to patients
- 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
- 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 of the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving practice workload and staffing levels:

- Opening up/locking-up of practice premises when required and maintaining security in accordance with practice protocols
- Producing new patient packs to meet demand
- Updating Practice Booklets, printing and folding
- Taking meeting room bookings
- Ordering of leaflets
- Laminating
- Processing incoming and outgoing medical records
- Ordering supplies using the PCSE portal
- Processing personal and telephone requests for appointments. Deal with requests for visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Registering new patients on the SystmOne computer system and any temporary residents as necessary
- Processing and distributing incoming (and outgoing) mail
- Dealing with samples, forms and enquiries regarding the result of investigations.
- Preparing notes and computer printouts for surgeries and home visits.
- Taking messages and passing on information
- Filing and retrieving paperwork
- Booking Ambulances at the patients/doctors request.
- 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 members and associated healthcare agencies and providers
- Providing clerical assistance as required, including filing, photocopying and scanning
- Keeping the reception and waiting area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
- Providing relief cover for members of the reception team due to holidays/periods of absence due to sickness
- Any other tasks which may be considered appropriate to the post of Administrator

**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.

**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
- 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 and rights of patients, carers and colleagues, to include:

- 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

**Personal/Professional Development**:
The post-holder wi