Receptionist / Administrator

Job responsibilities

Administrative responsibilities

To perform routine office duties to include post, file management, photocopying, scanning and generic emails.

Possess good IT skills and a high standard of working knowledge in all MS Office programmes, particularly Outlook, Word, Excel and PowerPoint.

To produce documents using Microsoft packages such as Word, Excel, PowerPoint etc. to a professional standard.

To undertake ad hoc project work to meet operational needs.

Administration cover when required to help with extraordinary workloads.

Ordering of stationery and stock maintaining adequate stock control

To support any PHD projects as deemed necessary.

To support the aims and objectives of PHD and contribute to the ongoing development of the company as required.

To undertake any other task/duties as may be required.

Patient facing responsibilities.

Deal with general enquiries from patients and general public.

Make appointments for patients to see doctor, nurse and other clinical staff.

Dealing with patients and contacts within the NHS and GP practices, both in person and on the telephone.

Monitor flow of patients into the waiting room, ensuring the appointment system accurately reflects the arrival of patients.

Team working

Work with your colleagues to foster strong team dynamics, working together to deliver the objectives of the team.

Work as an effective and responsible team member, supporting others.

Accept delegation from the management team, prioritise own workload and ensure effective time management strategies are embedded in own practice.

Participate in team activities that create opportunities to improve services.

To take responsibility for deliveries to PHD ensuring they reach the correct area of the organisation.

Meetings and events

Attend staff meetings.

Supporting the arrangement of meetings including the management of booking rooms.

Work to support the GP practices in Darlington.

Information, data analysis and reporting

Collate and interpret data for the purpose of reporting to stakeholders.

Inputting, monitoring and checking data, required for ongoing projects within the teams.

Working with all team members in the collection of information for performance reporting.

Support the production of progress/highlight reports for projects/key work streams.

Planning and organising

To manage a demanding and reactive workload in a responsive way.

Support Directors and management team in the delivery of projects and services.

To work autonomously and in a proactive manner, identifying problems and proposing solutions and alternative courses of action.

Possess good organisation skills and to complete work in a timely and accurate manner.

To coordinate the delivery of PHD contracts.

Communication

Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

Acting as a point of contact for other teams working for PHD, dealing and responding effectively with queries and passing on relevant information to appropriate team members sensitively and autonomously.

To undertake correspondence as required (this may be confidential and may be complex in nature).

Deal with the incoming and outgoing post as appropriate.

To develop and maintain accurate and up to date distribution lists.

Be conversant with the roles of all staff within PHD.

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise the need for alternative methods of communication and respond accordingly.

Information technology, governance, and management systems

Have a working knowledge of IT software and hardware relevant to role.

Have a clear understanding of telephone systems.

Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team where appropriate.

To assist in the management of files, stationery and equipment as required.

Have a clear understanding of how to resolve simple problems with PCs and printers.

Training

Provide training, advice and support on own area of responsibility as agreed with the management team.

Support training and induction of new and existing staff.

Confidentiality

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, company staff and other healthcare workers. They may also have access to information relating to the company as a business organisation. All such information from any source is to be regarded as strictly confidential.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the company Health & Safety Policy, Infection Control Policy and other related published procedures. This will include:

Using personal security systems within the workplace according to company 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

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

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 ...