Princes Street Surgery Administrative Assistant Hours of duty: 30hrs/week start and finish times with be determined by the needs of the Practice. With ability to provide full time holiday/absence cover as requiredResponsible to: Assistant ManagerAccountable to: Clinical Manager/ Business Manager Job summaryThe post holder will be required to competently perform a broad range of administrative, tasks to support the day to day running of the practice. Provide audio/copy typing/word-processing and clerical service to the practice The post holder will not be expected to supervise other staff. However, the post holder may have to demonstrate their duties to new staff and offer advice and direction to relief staff who provide holiday and sickness cover for other members of staff Key Responsibilities Typing Duties Provide a comprehensive secretarial and administrative service, forExample: audio/copy typing (including the composition of letters,preparation and collation of material for presentation at meetings, typingof medical reports eg for DVLA and insurance companies), use ofmanagement information systems and e-mail, filing, photocopying – all tofacilitate the smooth and effective running of the Practice. Data Input Enter data into appropriate database i.e. Vision or DocmanUse information to assist in dealing with enquiries/resolving issues, provide colleagues with investigation results and provide statistical information.Using Vision/Docman provide information for the recall of patients to relevant clinics within the Practice Communication At first point of contact deal with telephone and face to face enquiries from patients, staff and visitors , providing information directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery. Ensuring enquiries are dealt with timeously and in a courtesy manner Utilise and demonstrate relevant communication styles when dealing with patients and their relatives, internal team members and external suppliers whist ensuring confidentiality is maintained at all times.Communicate effectively with patients and carers, recognising alternative methods ofcommunication to overcome different levels of understanding, cultural background and preferred waysof communicatingAnticipate barriers and take action to improve communicationPresent relevant updates, reports as appropriate Delivering a quality service Recognise and work within own competence and role remit.Produce accurate, contemporaneous and complete records consistent withlegislation, policies and proceduresPrioritise, organise and manage own workload in a manner that maintains and promotes qualityAssess effectiveness of service delivery through self and formal evaluation.Participate in the maintenance of quality governance systems and processes Participate in the audit cycle, implementingimprovements where requiredIn partnership with clinical team members, collaborate on improving the quality of service, responding tolocal and national policies and initiatives as appropriateSupport and participate in shared learning across the practiceParticipate in the review and learning from patient complaints, Significant Events Analysis utilising a structured frameworkWork within policies relating to child protection, domestic violence, vulnerable adults, and refer as appropriate Personal and people development Take responsibility for own development, learning and performance Understand own responsibilities and accountability in the delivery of services to patients, ensuring thatthe needs of the patient are the priorityParticipate in planning and implementing changes within the area of service and responsibilityContribute and participate in the development of local guidelines, protocols and standardsCritically evaluate and review innovations and developments that are relevant to own practice Team working Understand own role and scope in the organisation and identify how this may develop over timeWork as an effective and responsible team member, supporting others and exploring the mechanisms todevelop new ways of workingEnsure clear understanding and utilisation of referral mechanisms within the practiceParticipate in team activities that create opportunities to improve service deliveryParticipate in and support local projects as agreed with the practice management team Utilising information Use technology as an aid to management in planning, implementation and monitoring, presenting andcommunicating informationReview and process data using agreed Read codes about patients in order to ensure easy and accurateretrieval for monitoring and audit processesUnderstand own and other’s responsibility to the individual organisation regarding the Freedom ofInformation Act Learning and development Disseminate learning and information gained to other team members in order to share good practice andinform others about current and future developmentsAssess own learning needs and undertake learning as appropriateMake effective use of learning opportunities within and outside the workplace, Equality and diversity Promote equality and diversity in a non-discriminatory cultureAct as a role model in good practice relating to equality and diversityAssistpatients from marginalised groups to access quality care This job description is not exhaustive. It intends to give an outline of the duties required. It will be reviewed regularly and amended as appropriate in agreement and with discussion between the partners and the post holder.
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