Administration/receptionist Team Leader - Cardiff, United Kingdom - Fairwater Health Centre

Fairwater Health Centre

Verified Company

Cardiff, United Kingdom

1 week ago

Posted by:

Tom O´Connor

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Description

Job title:
Administration/Reception Team Leader

Reports to:
Practice Manager

Hours: 37 hours per week

Salary:
£26,171 - £27,032 based on experience

Job Summary:

Responsible for the day-to-day operational management and supervision of all administration/reception staff and associated functions including repeat prescribing and ensuring all functions are carried out in accordance with agreed procedures, protocols and timescales, reporting to the Practice Manageras necessary.

The post holder will be supported by the Deputy Office Supervisor.

Job responsibilities:

Manage the daytoday operational running of the administration/reception team in conjunction with the Deputy Office Supervisor.
Ensure the administrative/reception team are following agreed Practice policies and procedures.
Ensuring adequate staffing levels and all administrative/reception tasks are covered, developing staff rotas and alerting the Practice Manager to any staff shortages.
Ensure effective communication between the administration/reception team and other teams in the Practice, and where appropriate disseminate information to the administration/reception team.
Delegate tasks evenly between members of the administration/reception team, including the administration of chronic disease monitoring clinics and immunisation clinics, ensuring these tasks are completed in a timely manner and to the required standards.
Act as the first point of contact for queries from the administration/reception team along with the Deputy Office Supervisor.
Create clinic templates on the appointment system and make any necessary adjustments.
Book clinical appointments including requests for house calls in accordance with agreed Practice policy.
Deal with telephone enquiries from patients and general public.
Deal with more complex enquiries from patients.
Ensure incoming documents (discharge letter, clinic letters, referral updates, laboratory and radiology results) received via the GP links and other incoming post are processed and allocated to GPs daily.
Have oversight of the daytoday management of patient records and ensuring records are managed to the standards in the Practice's records management policy.
Oversee registration of new patients including compilation of patient files.
Order stationery, cleaning materials, beverages for the Practice.
Carry out weekly tests on alarms and emergency lighting.
Key holder and opening / closing the surgery were appropriate.
Liaise with the Practice Manager in relation to any work or staffing issues and contribute to the strategic development of the Practice by continually assessing and evaluating systems, recommending changes and improvements as appropriate.
Assisting the Practice Manager in the recruitment of new administration/reception staff.
Supporting the induction and training of all new staff to agreed standards.

Confidentiality:

When 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 postholder 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 assist in promoting and maintaining their own and others' health, safety and security as defined in the Practice Health & 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:

Thepost-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

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 nonjudgmental and respects their circumstances, feelings priorities and rights.

The post holder will comply with the Practice equality and diversity policy and associated poli