JOB DESCRIPTION

1.

GENERAL INFORMATION Job Title: Grade: Salary: Superannuation: Hours: Terms & Conditions Of Service: Responsible to: Accountable to: Responsible for: Health Centre Administrator Band 2 Per annum inclusive of allowances 6% of salary (optional) 37.5 hours per week In accordance with the Agenda for Change NHS Terms & Conditions of Service. Health Centre Manager Head of Community Facilities N/A

2.

JOB SUMMARY

The post holder will form part of a Health Centre Team which provides an efficient and high quality administrative and reception service to health centres across Haringey and Islington. The team provides support to various medical, nursing and professional staff who use the health centres for a range of clinical services. As the first point of contact for both the public and staff who access the centres, creating a warm and welcoming atmosphere and providing good advice and accurate information is a key focus of this team. A team will consist of two or three health centres, where the post holders will develop an indepth knowledge of the functioning of the health centre to provide a very informed reception and support service for patients and colleagues. You will also support other clerks in the team in terms of cover for absence in your team. Your main duties will include meeting & greeting visitors/patients in a courteous and polite manner, directing them to the departments they require. You will answer telephone calls, issue vitamin drops, contraceptive aids & hearing aid batteries and provide a range of information in a professional manner. You may be asked to work a shift pattern between the hours of 8am to 7:30pm.

3. 3.1

MAIN DUTIES AND RESPONSIBILITIES To work as part of a team providing welcoming and courteous reception support: using software such as RiO, SOEL and EMIS depending on the clinical services within the health centre. To ensure full and accurate data is captured on these systems. Giving basic information, dealing with drop-in enquiries. This can include dealing with potentially difficult people face to face and on the telephone. To answer the phone, take messages and direct calls on as necessary. To maintain an effective message taking system, ensuring messages reach the appropriate person and seeking to transmit urgent messages immediately. To issue vitamin drops, condoms, hearing aid batteries and other products according to the services provided at the centre. To ensure that stocks are maintained and to keep accurate records. To organise, order and return paper records for patients, where still used. To maintain an accurate filing system for storing patient records. To carry out scanning and uploading paper records on to the RiO patient record system, as part of the move towards electronic records. This will need to be carried out at the reception desk whilst providing a reception service. Under the guidance of Health Centre Manager, provide ad-hoc general admin support to staff based at the health centre as required To gather tests and specimens from patients and from clinic rooms. To ensure tests and specimens are sent to the correct laboratories, in a timely manner. To forward results arriving at the centre to the appropriate clinical teams. For centres providing childrens services, to ensure that vaccines are put into the vaccines fridge and to notify School Nurse or Health Visitors as soon as possible. To issue staff with clinic room keys and to ensure that all keys are returned at the end of each clinic session. To ensure all outgoing post handed to reception is stamped with the correct postage and recorded for the correct Service in the daily postage book. To administer the Entry & Exit System for authorised staff and visitors using the car park. To implement good Health & Safety practices at all times. Responding to all activated panic alarms, which are situated in clinic rooms and all accessible toilets on all floors. Ensuring the Centre Manager is informed of all occurrences. To take part in the Fire Control Party for the Centre, ensuring that the reception White Board is updated twice daily with the name of the Fire Marshal on duty. To ensure any issues with estates and facilities are reported to the Health Centre Manager. To attend the Health Centre Administrator Meetings and record actions from meeting where necessary. 2

3.2

3.3

3.4 3.5

3.6 3.7

3.8 3.9 3.10 3.11 3.12

3.13 3.14 3.15

3.16

To participate in out of hours clinics on an ad-hoc basis and to cover any unplanned absences, planned leave and training courses. This will include cover at other health centres. For Clerks based at Finsbury Health Centre provide family planning reception and clerking at the designated times and admin support to the Head of Community Estates. PROBATIONARY PERIOD This post is subject to the requirements of a six month probationary scheme for new staff only.

3.17

4.

5.

CONFIDENTIALITY All information concerning patients/clients and staff must be treated as strictly confidential at all times.

6.

VALUING DIVERSITY It is the aim of the PCT to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, disability, part time working status and real or suspected HIV/AIDS status and is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end the PCT has a Valuing Diversity in the Workplace Policy and it is for each employee to contribute to its success.

7.

HEALTH & SAFETY Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors.

8.

NO SMOKING POLICY There is a smoke free policy in operation in the PCT. In accordance with this policy smoking is positively discouraged and is not permitted anywhere within the buildings, on the premises or grounds. Designated smoking areas or smoking rooms are not permitted. Support is provided for staff members who wish to stop smoking.

9.

DATA PROTECTION If you have contact with computerised data systems you are required to obtain, process and/or use information held on a computer or word processor in a fair and lawful way. To hold data only for the specific registered purpose and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.

10.

DATA PROTECTION ACT 1998

All staff who contribute to patients health records are expected to be familiar with, and adhere to, the PCTs Standards of Records Keeping Policy. Staff should be aware that patients records throughout the PCT will be subject to regular audit. All staff who have access to patients records have a responsibility to ensure that these are maintained efficiently and that confidentiality is protected in line with the PCTs Confidentiality of Health Records Policy. All staff have an obligation to ensure that health records are maintained efficiently and that confidentiality is protected. Staff are also subject to this obligation both on an implied basis and also on the basis that, on accepting their job description, they agree to maintain both patient / client and staff confidentiality. In addition, all health professionals are advised to compile records on the assumption that they are accessible to patients in line with the Data Protection Act 1998. 11. WASTE DISPOSAL All staff must ensure that waste produced within the PCT is disposed of in such ways that control risk to health, or safety of staff and the public alike in accordance with relevant legislation and procedures contained within the policy. 12. IMPROVING WORKING LIVES (IWL) IWL is an NHS-wide initiative aimed at ensuring staff have good work/life balance, access to training, and support from their employer. The PCT is committed to maintaining a high standard of practice within IWL and, as such, staff have access to a wide range of flexible working options, childcare support, and many training and development opportunities. 13. PROFESSIONAL REGISTRATION i) If you are employed in an area of work which requires membership of a professional body in order to practice (e.g. Nursing & Midwifery Council for nurses), it is a condition precedent of your employment to maintain membership of such a professional body. It is also your responsibility to comply with the relevant bodys code of practice. Your manager will be able to advise you on which, if any, professional body of which you must be a member. You are required to advise the PCT if your professional body in any way limits or changes the terms of your registration. Failure to remain registered or to comply with the relevant code of practice may result in temporary downgrading, suspension from duty and/or disciplinary action which may result in the termination of your employment. If you are required to have registration with a particular professional body or to have specific qualifications you must notify your manager on appointment of such fact and provide him or her with documentary evidence of them before your employment commences or, at the latest, on your first day of employment. Furthermore throughout your employment with the PCT, you are required on demand by your manager to provide him or her with documentary evidence of your registration with any particular professional body or in respect of any required qualifications. 4

ii) iii)

iv)

14.

RISK MANAGEMENT All PCT employees are accountable, through the terms and conditions of their employment, professional regulations, clinical governance and statutory health and safety regulations, and are responsible for reporting incidents, being aware of the risk management strategy and emergency procedures and attendance at training as required. All staff have a responsibility to manage risk within their sphere of responsibility. It is a statutory duty to take reasonable care of their own safety and the safety of others who may be affected by acts or omissions. All managers throughout the organisation have a responsibility to ensure that policies and procedures are followed, that staff receive appropriate training, that a local risk register is developed and monitored on a quarterly basis and any changes reported to the Clinical Governance Committee and Risk and Assurance Committee. Managers are responsible for implementing and monitoring any identified risk management control measures within their designated area/s and scope of responsibility. In situations where significant risks have been identified and where local control measures are considered to be potentially inadequate, managers are responsible for bringing these risks to the attention of the Clinical Governance Committee or Risk and Assurance Committee if resolution has not been satisfactorily achieved.

15.

INFECTION CONTROL Infection Control is everyones responsibility. All staff, both clinical and non-clinical, are required to adhere to the Hygiene Code (2006), the Trusts Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times, thereby reducing the burden of Healthcare Associated Infections including MRSA. All staff employed by IPCT have the following key responsibilities: Staff must wash their hands or use alcohol gel on entry and exit from all clinical areas and/or between each patient contact. Staff members have a duty to attend mandatory infection control training provided for them by the Trust. Staff members who develop an infection (other than common colds and illness) that may be transmittable to patients have a duty to contact Occupational Health.

16.

REVIEW OF THIS JOB DESCRIPTION This job description is intended as an outline indicator of 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 on an annual basis.

17.

INITIALS AND DATE OF PREPARATION (MV March 2012) 5