Dr S Young & Partners
1. Job Details
Job Title: Typist/Receptionist
Line Manager: Overall to Practice Business & Development Manager
On day to day basis to Reception Manager
Salary: £17,408-£19,202 per annum for 37.5 hrs per week
Hours: 37.5 hrs per week worked Monday to Friday
between 8.00am to 6pm. Hours may vary subject to
service needs. For this post 9.00am to 5.30pm is
routine hours but on occasion this will require to be
Annual Leave: 28 days rising to 30 after 5 years
service plus 7 Public Holidays per annum
2. Job Purpose
To provide a high quality, accurate and confidential typing support service. To respond to face to face/telephone requests from patients in a pleasant and accurate manner whilst undertaking the day to day admin work required. To act as a focal point of communication between patients, doctors and staff in the practice reception area.
The post holder will work between the admin department and reception as required.
To efficiently and accurately type clinical correspondence for all of the doctors within the practice of which there can be up to 14. To undertake typing as required for the Practice Manager/Nurses. The aim is to ensure the delivery of a high quality patient service by ensuring a timely and efficient turn around of secretarial work within set turnaround targets.
To be part of the reception team providing a front line patient service. Responding to a variety of queries and ensuring reception work is undertaken as per day to day requirements.
Appreciation of and adherence to patient confidentiality at all times is required.
4. Main Responsibilities
|Approx. % of time|
Provision of a high quality audio typing service for the clinical team and Practice Manager. Production/transmission of correspondence within 2-3 days of dictation. This includes medical referrals, certificates, reports, minutes of meetings and other routine correspondence.
In house IT systems will be used for recording and retrieval of patient information.
Deal with telephone enquiries from patients, hospital departments, internal and external agencies directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery.
Process administrative forms and undertake administrative processes as required.
3. General Office Tasks:
Undertake photocopying, faxing, laminating, production of posters and filing as required. Undertake franking of mail and taking to the post office.
4. Reception Work:
To work in reception receiving patients, booking/cancelling appointments, answering telephones, dealing with patient records, electronic filing, scanning and work flowing. Any other reception duties as required.
5. Any other duties appropriate to the grade of the post
5. Planning and Organising:
The job holder is responsible for planning their workload on a day-to-day, weekly and monthly basis based on completion guidelines for each aspect of the post. The jobholder must ensure that all tasks are completed in a timely manner, within set standards, to ensure the most up to date information is available for patient care.
6. Problem solving
Prioritisation of work requires a problem solving approach, as many conflicting demands are made on the job holder’s time. The following are examples of issues that demonstrate resourcefulness:
- The job holder regularly deals with patient queries regarding referrals/outpatient appointments giving information as per agreed practice protocol.
- Telephoning various agencies to request information for medical/nursing/admin staff
7. Decision Making
The job holder must be able to work confidently on an independent basis, being able to make prompt and appropriate decisions concerning the typing of urgent items. Appropriate judgements need to be made as to who to refer queries to.
8. Key Contacts/Relationships
Patients on a daily basis
Staff from hospitals/University
All practice staff
9. Knowledge, Skills and Experience Needed for the Job:
As per Person Specification for Post
The University Health Service provides patient services to approximately 26,000 patients. We have 13-14 medical staff, 4 nurses and 11 reception/admin staff.
11. Job Context and any other relevant information
We operate in an ever changing environment and so the post holder will have to be responsive to change and also have the ability to deal with anxious and sometimes irate patients.
The job holder will be required to work amended/additional hours to cover for staff absences due to holidays and sickness.
||Good General Education
Secretarial Skills & Audio Typing
|Proven Medical Terminology experience
|Experience||Able to work under pressure and meet deadlines
Use of clinical software system so need good keyboard/IT skills
|Previous General Practice/NHS experience.|
|Special aptitude and abilities||Able to communicate with all levels of staff and members of the public.
Confidentiality awareness. Good organisational skills/Accuracy/Attention to detail in work.
|Disposition||Ability to work as part of a Team but also using own initiative. Friendly, tactful and approachable. Pleasant and professional telephone manner.|
|Physical requirements||General good health. Good attendance record.|
|Particular requirements of post||Enthusiastic and willing to be adaptable to changes within the Practice. To be flexible in terms of working hours and to work additional hours as required on occasion.|
HEALTH & SAFETY ASSESSMENT:
There are no particular Health & Safety risks associated with this post. A VDU assessment will be undertaken for all computer equipment used. Training and induction will be provided in all areas of the post and to the Practice in general.
CLOSING DATE: Friday 21st September.
Applications on NHS Scotland application form to be sent to:
Mrs J Grant, Practice Business & Development Manager,
Richard Verney Health Centre,
6 Bristo Square, Edinburgh,