Detailed job description and main responsibilities

To provide a general enquiry and reception service for the building, for the patients, visitors and staff.

To operate the switchboard for the Centre, answering queries and transferring calls to other health care professionals within the building.

To provide an efficient and effective message taking service in response to all enquiries from patients, visitors and staff redirecting accordingly. 

To manually or electronically book patient appointments, using EMIS/CERNER either over the telephone, by post or face to face at reception, in a sensitive, competent and confidential manner.

To print off the daily appointment lists.

Receive patients onto the data bases for their appointments or alternatively confirm their attendance on appointment lists.

Responsible for adding patient referrals onto EMIS, maintain the integrity of the data base.

Deal with any security issues that may arise, calling for support as required from the Centre Manager and deputy (where applicable), other staff in the building, the security guard and the local PCSO or police.

Implement manual procedures in the event of IT system failures, report to IT and monitor progress.

Book patient transport requests with the PTS service after treatment. 

To provide comprehensive administration support to a variety of health professionals including laminating, photocopying, filing and typing highly sensitive and confidential reports.

To type and process correspondence, reports and other documents as requested on a daily basis using Microsoft Office programmes such as Databases, Excel and Outlook for Email and Internet use. 

Book and organise appointments for health professionals.

To deal with all aspects of incoming and outgoing and external and internal mail. Including sorting and accurately re-directing and forwarding to the correct department and liaising with the Royal Mail staff.

Receive and receipt any delivered goods for the building, contacting the department, ensuring delivery to the correct department and reporting any discrepancies.

To be responsible for ordering and maintaining stationery stock levels, including non-stock items via NHS supply chain or e-procurement. Also responsible for receiving and receipting of delivered goods and reporting discrepancies.

Responsible for the booking of multi-purpose rooms within the building manually or electronically, for meetings/training and organise provision of equipment as necessary. 

Responsible for issuing any aids and equipment as necessary including the building wheelchairs and maintain records.

Use a variety of office machinery/equipment including the printers and photocopiers.

Deal with any breakdowns with the office equipment and reporting them to the service departments as necessary.

Provide cash reimbursement to patients attending clinics and verifying eligibility to claim travel expenses following Trust Policy.

To provide administration/reception cover at other Primary Health Care Centres as necessary.

To issue security keys and fobs as instructed, and following up fobs / keys not returned at the end of the day.

Provide rapid response to various alarm systems, including nurse calls and accessible WC within the building, following protocols and any further actions as necessary. 

Receiving and reporting all repair requests for the building, both manually or electronically, following up and monitoring progress as required.

Directing requests for new work to the Centre Manager. 

To liaise with building contractors and personnel and undertake inductions if required.

To undertake relevant equipment checks which the Centre Manager has responsibility for e.g. fire extinguishers, defibrillators, mobile phones, wheelchairs, hearing loops, first aid kits, emergency bags and other appropriate Health and Safety tasks.

Receive lost property and maintain accurate record, disposing of goods according to Lost Property procedures.

Deal with complaints from service user and stakeholders and redirect as appropriate. 

Escort staff, patients and visitors around the building 

Any other duty and reasonable request as identified by the Centre Manager.