ONE YEAR FIXED TERM CONTRACT TO COVER MATERNITY LEAVE
Hours of work 37 hours per week, Monday - Friday, must be able to start at 8am.
Job summary:
Responsible for the day-to-day supervision and management of all reception staff and associated functions, including the repeat prescribing and the clinical system, ensuring all functions are carried out in accordance with agreed procedures, protocols and time-scales, and reporting to the assistant practice manager as necessary.
Job responsibilities:
- Overseeing the reception services of the practice, ensuring staff achieve their primary responsibilities.
- Line managing all reception staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.
- On Call responsibility for evening and weekend Enhanced Access Hub.
- Completing staff appraisals as required.
- Identify and deliver training where required.
- Compiling reception staff rotas.
- Reviewing and updating all reception procedures as required.
- Induction and training of all new staff to agreed standards.
- Maintaining and monitoring the practice appointment systems, ensuring all rotas are up to date, in line with the practice protocols.
- Process personal, telephone and e-requests for appointments
- Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
- Signposting patients to the correct service.
- Initiating contact with and responding to, requests from patients, team members and external agencies.
- Input data into the patient’s healthcare record as necessary.
- Manage all queries as necessary in an effective manner.
- Carry out system searches as requested.
- Maintain a clean, tidy, effective working area at all times.
- Monitor and maintain the reception area and notice boards.
- Support all clinical staff with general tasks as requested.
- Monitor group mailboxes, ensuring information is disseminated appropriately.
- Effectively manage DNAs, refer repeat offenders to the assistant practice manager where appropriate.
- Ensure adequate staffing levels, approve annual and other leave, and organise bank holiday rotas in line with agreed policy and extended hours contract.
- Deal with more complex enquiries from patients and provide initial guidance and advice to patients who wish to complain.
- Coordinate home visit rota.
- Update appointment system to reflect leave and other staff absence.
- Managing all deliveries to the practice, ensuring adherence to the cold chain policy as necessary.
- Monitor and order stationery for the practice.
- Act as a building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately.
- Prepare repeat prescriptions.
- Record receipt and results of laboratory reports.
- Coordinate induction programme for medical students and GP trainees with the lead GP.
- Updating care home registrations.
- Facilitate medical students and GP trainee inductions.
- DTS transmission errors.
- Close quarter notifications.
- Lead on any care home projects/ ward rounds, coordinating on behalf of the practice.
- The above list of duties is not exhaustive and may be subject to change as deemed necessary.
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 implement and lead on the full range of promotion and management of their own and others’ health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include (but will not be limited to):
- Ensure job-holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
- Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business
- 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 across the business
- Making effective use of training to update knowledge and skills, and initiate and manage the training of others
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial/corrective action where needed
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
- Undertaking periodic infection control training (minimum annually)
- Routine management of own team/team areas, and maintenance of work space standards
- Demonstrate due regard for safeguarding and promoting the welfare of children.
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 recognises 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, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- 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, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute 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
- Work effectively with individuals in other agencies to meet patients’ needs
- Effectively manage 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
- Recognise 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
Pay: £13.00-£14.50 per hour
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
