Introduction

Denmark Street Surgery are currently recruiting a Business Admin Apprentice to join their surgery. You will undertake a variety of administrative duties to assist in the smooth running of the practice. Start your career with an apprenticeship.

Key Responsibilities

Job Summary:

  • Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
  • Provide 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
  • Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

Job Responsibilities:

Administration:

  • To have a thorough knowledge of all Practice procedures
  • To work in accordance of written protocols
  • Scanning of post
  • Fax and photocopy as requested
  • Filing
  • Complete all checklists required
  • Liaise with internal and external health professionals
  • Replenish stationery and stock within the Reception/Office Areas
  • Keep Reception, Office Areas and Workstations Tidy
  • Process out of date documents e.g. prescriptions, letters etc
  • Generate and Action Tasks
  • Keep notice boards and waiting areas tidy
  • Shred confidential waste
  • Open and date post on a daily basis

Reception:

  • Receiving patients consulting with members of the practice team
  • Handing completed repeat prescriptions to patient and checking names, address and dates of birth.
  • Be able to cover all reception positions as necessary

Appointments:

  • Process appointment requests for today, future appointments from patients by telephone and in person
  • Deal with visits requests
  • Allocate visits requests

Computer:

  • Registrations of new patients - computer data entry and medical records
  • Process patients change of address - computer data
  • Process repeat prescription request in accordance with practice guidelines
  • Open and Action E-mails on a daily basis
  • Log in to GPTeamNet on a daily basis
  • Add read coded data to medical records

Telephone:

  • Have working knowledge of telephone system, during and after hours
  • Answer all phone calls within three rings stating your name
  • End all phone calls enquiring if any more help is required

Other Tasks:

  • Ensure building security - have thorough knowledge of doors/windows/alarm
  • Opening/Locking Premises as required
  • Hand over outstanding tasks to colleagues if required
  • Ensure the rota is checked on a daily basis to ensure all allocated tasks/duties are complete
  • Attend monthly team meetings
  • Test fire alarms on a weekly rota basis
  • Any other tasks allocated by 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

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, 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 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 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 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 recognise 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

Essential Criteria

Preferably grades A-C 9-4 in English and maths at GCSE or equivalent