/ Administrator / Receptionist

Job Description

Hours:16

Responsible to:Centre Manager

Responsible for:Centre Admin and Receptionist duties

Based at:Erdington Walk-in-Centre

Summary

  • To process all admin in a safe and compliant manner according to given timescales and nature
  • To provide administrative assistance including liaising with contracted and sessional colleagues, updating and publishing the colleague rosters, supporting any reportingrequirements, and liaising with external agencies as necessary under guidance of centre manager
  • To provide secretarial, receptionist & administrative support as necessary to clinicians and manager
  • To create and respond to emails on the behalf of the manager
  • Meeting planning and preparation
  • Assistance with design and production of communications
  • To deal with enquiries from medical staff,patients and the general public.
  • To ensure compliance with current Health and Safety legislation.

Main responsibilities and accountabilities

  1. To provide comprehensive scanning, faxing, emailing and filing services to the organisation and in line with procedures and protocols
  2. Recording patient payments; Support with liaising with IT partners
  3. Use of the centre's computing system as necessary, assistance with clinical and non-clinical reporting along with any other related duties as defined by the manager. Responsibility for audits in conjunction with Medical Director
  4. Support with internal and external communication;processing of incoming and outgoing post and distribution as required
  5. To support the work of the organisation in the preparation and receipt of any internal and external requests and to ensure the safe and secure dispatch of these as appropriate.
  6. To provide support towards the planning and implementation of the clinical staff rota,including the use of sessional staff and an appointment schedule that is timely and responsive to centre needs;working with multiple Microsoft Office applications and any other electronic applications as required.
  7. To aid with planning and preparation of meetings producing agenda,minutes etc and supporting the cascade of information to all staff groups within the centre including items such as ;assisting with the dispatch of information internally, such as fraud alerts, zero tolerance etc.
  8. Receiving and directing patients on arrival. Monitoring of patients whilst waiting in the reception area. Escorting patients and visitors around the building as requested.
  9. Booking appointments , answering general queries, explaining practice procedures
  10. Ensuring adequate supplies of stationery/equipment is available in the consulting and reception areas. This may include moving stationery to and from the storeroom as required
  11. Ventilation and tidying consulting rooms and waiting area following surgeries; ensuring the reception area is kept tidy for incomingcolleagues; ensuringthere is a handover of information to incoming colleagues
  12. Tea/coffee making duties as necessary
  13. To work collaborativelywith other users of the centre; to work in a flexible and positive manner with colleagues, to assist in the promotion of a professional, competent and caring delivery of healthcare to the users of the service.
  14. To work safely at all times in accordance with Legislative requirements and BMM Policy and Procedures.
  15. This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.

Equality and Dignity

The post holder will be expected to adhere strictly to the principles of fairness and equality in carrying out the role. At all times the post holder will be required to show respect for and maintain the dignity of patients, the public and work colleagues. BMM will not tolerate and form of bullying or harassment, violence or aggression against its employees.

Confidentiality

Your attention is drawn to the confidential nature of the information collected. The unauthorised use of disclosure of patient information or any other personal information, staff code of conduct and/or Data Protection Act 1998 is a disciplinary offence and could result in prosecution or action for civil damages under the Data Protection Act 1998.

Pre-Employment Health Check

The appointment will be subject to a satisfactory Pre-Employment Health Check.

The duties and responsibilities outlined in this job description are neither definitive nor restrictive and may change in detail from time-to-time to meet the changing needs of the operation

Criteria / Essential / Desirable
Education/Qualification / GCSEsatCgradeorabove. / ALevel, NVQorequivalent in relevantfield(s)
Skills/Abilities / Planningandorganising,confidentiality,Data Protection.
Relevant experience / Customer/Patient facing role
Problem solving
Prioritisation of tasks
General Practice or OOH fields
Schedule planning/organising
Reporting / Complex schedule planning
External communications experience
NHS trust workings
Project management
Financial book-keeping
Complex reporting and collating
Knowledge / MicrosoftOffice–Word
Excel
PowerPoint / AdastraV3
MSAccess
Publisher
Personal Qualities / Multi-taskorientated,detailconscious,problem solving,excellentverbalandnon-verbal communicationstyle / Tenacious
Influential
Other requirements / Fullyflexiblearoundworkingweek/days/hours,to cover16hoursperweekMon-Fri08:00-20:00

EWIC Administrator / Receptionist JD 0815