Job description

Job responsibilities

To work alongside the management team in assisting with the running of the Bromley GP Alliance services.

• Ensure an effective and efficient reception service is provided to patients and any other visitors.

• Manage general enquiries and explain procedures.
• Undertake a wide range of administrative duties ensuring information is managed correctly, filed and followed up accordingly.
• Enter patient information on to the computer as required
• Open premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients. Check clinician rooms for prescription paper, forms and A4 paper in printer.
• Ensure waiting area is kept tidy.
• When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
• Ensure that all patients are registered onto the computer system promptly and accurately.
• Support the management team in training new staff when required
• Undertake any other additional duties appropriate to the post as requested by the manager.

• Personal/Professional Development

  Participate in an annual individual performance review, including taking responsibility to maintain a record of own personal and/or professional development

  Participate in any training programme implemented by the management team

  Effectively manage own time, workload and resources

  Assess own performance and development and take accountability for own actions, either directly or under supervision.

  Communication

  Communicate effectively with other team members.

  Communicate effectively with patients and carers.

  Recognise peoples needs for alternative methods of communication and respond accordingly.

  Ensure that no confidential communication takes place within hearing distance of patients.

  Demonstrate interpersonal skills when dealing with all levels of staff across the BGPA using persuasion, tact and reassurance where necessary.

  Manage all telephone calls related to the services, ensuring callers are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently.

  Handle confidential patient material in a sensitive and discrete fashion in compliance with Bromley GP Alliance policy and procedure.

  To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations.

  Liaise with other departments and members of the Bromley GP Alliance and other organisations to ensure the smooth running of the office and to assisting the functioning of the team.

  The post holder is required to follow Bromley GP Alliance policies and procedures which are regularly updated including:

  Confidentiality / Data Protection / Freedom of Information

  Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the Bromley GP Alliances FOI procedure if they receive a written request for information.

  Equal Opportunities

  Post holders must always fulfil their responsibilities regarding the Bromley GP Alliances Equal Opportunities Policy and equality laws.

  Health and Safety

  All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trusts health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

  Infection Control

  All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must complete mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with the Bromley GP Alliance infection screening and immunisation policies as well as be familiar with the Trusts Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.

  Risk Management

  All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trusts use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses to improve services. Post holders must also attend training identified by their manager or stated by the Trust to be mandatory.

  Safeguarding children and vulnerable adults

  Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

  Smoking Policy

  It is the Trusts policy to promote health. Smoking, therefore, is actively discouraged. It is illegal within Trust buildings and vehicles.

  Review of this Job Description

  This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.

Person Specification

Experience

Essential

• Previous experience of working in a busy Receptionist/Administrative role.

Desirable

• Experience of working in a receptionist role in a healthcare organisation.

Abilities

Essential

• Ability to communicate effectively with professionals at all levels.
• Ability to work on own initiative, without supervision and to prioritise own workload.
• Ability to work under pressure in potentially stressful situations.
• Ability to work as a team.
• Ability to learn new systems.

Skills

Essential

• Good computer literacy skills including knowledge of Word, Excel and Outlook.
• Excellent communication skills, both verbal and written.
• Excellent grammar, spelling and punctuation.
• Good interpersonal skills.
• Good organisational skills.

Desirable

• Previous experience of using EMIS/AccuRx

Additional Criteria

Essential

• Must be flexible/ available evenings, weekends & bank holidays
• Ability to work on own initiative, without supervision and to prioritise own workload.
• Ability to work as a team.

Qualifications

Essential

• Educated to GCSE level grade C/4 or above in Maths and English.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Bromley GP Alliance Ltd

Address

Bromley GP Alliance

Kelsey Park Farmhouse

379 Croydon Road

Beckenham

Kent

BR3 3QL

United Kingdom

Employer's website

https://bromleygpalliance.org/ (Opens in a new tab)

Job description

Job responsibilities

Process Prescription Requests: Accurately prepare and issue repeat prescriptions as per doctors instructions, ensuring all information is correct and up to date via EMIS.

Patient Record Management: Update and maintain patient medication records, ensuring all prescriptions are logged and monitored for accuracy and compliance.

Prescription Reviews: Assist with the review of repeat prescriptions, checking for discrepancies, expired medications, or potential interactions.

Monitor Prescription Stock Levels: Assist in managing inventory of prescription medications, ensuring timely reordering of stock and proper storage.

Handle Prescription Inquiries: Respond to phone calls or emails from patients, pharmacies, and healthcare professionals regarding prescription issues or requests.

Ensure Legal and Regulatory Compliance: Follow guidelines and regulations regarding the dispensing of medications, ensuring prescriptions are processed in accordance with medical, legal, and ethical standards.

Confidentiality: Maintain strict confidentiality of all patient information and prescription details in compliance with data protection laws.

General Administrative Support: Assist with other administrative tasks such as organising prescription-related paperwork and updating records in the practices management system.

Person Specification

Qualifications

Essential

• Good knowledge and use of the English language
• Excellent grammar, spelling and punctuation
• Good standard of education
• Computer literacy skills

Experience

Essential

• Significant administrative experience
• Experience of working within a framework of confidentiality
• Experience of dealing with a range of difficult or challenging situations both on the telephone and in person
• Effective communication (verbal and written) in order to communicate with all levels of the organisation
• Able to handle sensitive information with utmost discretion.
• Good interpersonal skills in order to liaise effectively with people at all levels.
• Able to work to deadlines and under pressure.
• Able to work on own initiative without close supervision
• Capable of prioritising and organising own workload
• Excellent organisational skills
• Good time management

Desirable

• Experience of working in a NHS environment, ideally in a GP setting

Skills and Abilities

Essential

• Good computer literacy skills including knowledge of Word, Excel, Outlook and EMIS
• Good interpersonal skills
• Ability to use databases and prepare spreadsheets
• Good problem solving ability
• Good organisational and planning skills
• Ability to work on own initiative, without supervision and to prioritise own workload
• Excellent communication, both written and verbal
• Able to work well in a team
• Self-motivated, enthusiastic and have a high standard of personal performance
• Able to work well under pressure
• Friendly, approachable and compassionate
• Flexible and reliable
• Willingness to learn new skills

Desirable

• Willingness to learn existing and new computer software packages
• Knowledge and understanding of the GP setting issues
• Knowledge and understanding of electronic patient referral pathways
• Knowledge and understanding of medical terminology
• Good understanding of confidentiality issues
• Full UK Driving Licence holder with access to a vehicle to be used for work purposes

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Bromley GP Alliance Ltd

Address

Bromleag Care Practice

Beckenham Clinic

14 The Crescent

Beckenham

Kent

BR3 1DU

United Kingdom

Employer's website

https://bromleygpalliance.org/ (Opens in a new tab)