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 and 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, and ensuring that patient treatment room cards are printed and available for the relevant health professionals.

To print off the daily appointment lists and patient treatment cards for the clinics and maintain filing systems of patient records after treatment.

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 and discharging patients off the data base.

Deal with any security issues that may arise, calling for support as required from the Centre Manager to assist other staff in the building. Liaising with  the local PCSO or police if needed.

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.

On an annual basis assist departments with the archiving of patients records according to policy.

To provide comprehensive secretarial and admin 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. Sorting outgoing mail 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 including Green Pharmacy Bags.

Ordering of Administration staff uniforms.

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

To be responsible for requesting and the transfer of medical records, updating relevant databases. This involves verbal and written communication with other health professionals and departments.

Responsible for the booking of multi-purpose rooms within the building manually or electronically, for meetings/training and organise provision of equipment as necessary, ensuring attendance records are retained to support quarterly reports to assist with the recharges of room bookings to NHS Stakeholders.

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

Use a variety of office machinery/equipment including scanners, printers and photocopiers. Deal with any breakdowns with the office equipment and reporting them to the service departments as necessary.

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

To provide administration/reception cover at other Primary Health Care Centre's 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.

Book new staff onto the Building Induction on the electronic diary and completing documentation for car parking permits.

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.

Collate / calculate and submit monthly invoices requests for photocopying etc for work undertaken for other departments.

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

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.