Please Complete Using Block Capitals – This will be kept ... Pa… · Web viewflexible over 5 days, between hours of 7.45am and. 6.00pm to suit business needs, with. occasional

Southside Road Surgery

RECEPTIONIST

REPORTS TO: OFFICE SUPERVISOR/PRACTICE MANAGER

HOURS: 37 hours per week flexible over 5 days, between hours of 7.45am and 6.00pm to suit business needs, with occasional late night/month as part of extended hours rota until 7.15pm

Job summary:Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Job responsibilities: Ensure an effective and efficient reception service is provided to patients and any

other visitors to the practice Deal with all general enquiries, explain procedures and make new and follow-up

appointments. Using your own judgment and communication skills, ensure that patients with no

prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.

Signpost patients to the correct service. Explain practice arrangements and formal requirements to new patients and those

seeking temporary cover, and ensure procedures are completed. Process all DNA letters in accordance with current policy. Receive and make telephone calls as required. Divert calls and take messages,

ensuring accuracy of detail and prompt appropriate delivery. Enter requests for home visits on to the computer, ensuring to carefully record all

relevant details and referring to duty doctor where necessary. Action repeat and acute prescription requests and ensure that they are ready for

collection by the patient within 48 hours, either on the computer or manually. Prepare lists and notes for all surgeries and clinics held, ensuring completion of all

associated paperwork. Advise patients of relevant charges for private (non General Medical Services)

services, accept payment and issue receipts for same. Enter patient information on to the computer as required, including read coding Patient notes and correspondence:

o Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to

o Ensure correspondence, reports, results etc. are filed/scanned promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

Make and serve refreshments, ensure the kitchen is kept clean and tidy and air and tidy the waiting room.

Premises – in accordance with procedures:o Open up premises at the start of the day when first to arrive, de-activate

alarm and make all necessary preparations to receive patients.o When last to leave at the end of the day, ensure that the building is totally

secured, internal lights are off and the alarm activated.

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Ensure that all new and temporary patients are registered onto the computer system promptly and accurately

Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.

Confidentiality: In the course of 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 post-holder 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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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 Actively reporting of health and safety hazards and infection hazards immediately

when recognised Keeping own work areas and general / patient areas generally clean, assisting in

the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role

Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children.

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

Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

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Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/professional development:The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or

under supervision Contribute to the effectiveness of the team by reflecting on own and team activities

and making suggestions on ways to improve and enhance the team’s performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources

Communication:The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognise people’s needs for alternative methods of communication and respond

accordingly

Contribution to the implementation of services:The post-holder will:

Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines

will affect own work Participate in audit where appropriate

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Person Specification – Receptionist

Essential Desirable

Academic/Vocational Qualifications

Good standard of education, including maths and English

National 5 or equivalent ECDL or other certificate

of IT competence Medical receptionist

qualification or equivalent

Experience Microsoft office software, including Excel and Word

Dealing with the public

Previous medical/dental admin/reception experience

Use of Vision and Docman Clinical IT systems

Knowledge/Skills

Excellent literacy and numeracy skills

Excellent communication skills both written and oral

Good management and prioritisation of workload

Ability to multi-task Able to work well under

pressure and to deadlines Ability to work well in a team Sensitivity and ability to

empathise Confidence, tact and

diplomacy Confidentiality Initiative, flexibility and

adaptability Ability to work quickly and

accurately

Qualities/Attributes

Understanding, acceptance and adherence to the need for strict confidentiality

Ability to work without direct supervision and determine own workload priorities

Pleasant and articulate

Other Interest in learning and personal development

Flexibility of working hours/able to work at the desired times

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Please read instructions for completion of application form – we do not accept CVsPART A

Application for (Job Title): Receptionist 37 hours/week Date application received - Location: Southside Road Surgery, 43 Southside Road,

Inverness, IV2 4XANo applicant will be unfairly discriminated against. We are particularly alert to eliminating discrimination on account of age, cultural/religious/political belief, disability, ethnicity, gender, race, relationship status, sexual orientation, and/or Trade Union membership or stewardship. Only 'Part C' of this form will be made available to short-listing panels. Parts A, B and C would then be used by the interviewing panel if you are selected for interview.Personal DetailsSurname: Forename:

Name known: by (if different)

Title:

Address:

Post Code:

Contact Telephone Numbers:

Day:

Evening: Mobile:

E–mail: address (if we

If we need to, the best way for us to contact you is by: Work PermitDo you need a work permit to take up this post? Yes No

Working in the UKAre you eligible to work in the UK? Yes No

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PART B

Declarations

ConvictionsNHS Scotland is exempt from the 1974 Rehabilitation of Offenders Act (Exclusions & Exceptions) (Scotland) Order 2003. This means that unless stated in the job description, person specification or application pack, you must tell us about any previous convictions either classed as ‘spent’ or ‘unspent’. If you are offered employment, any failure to disclose such convictions could result in dismissal or disciplinary action. Any information you give will be considered only in relation to the post for which this application form refers. Information will be verified by Disclosure Scotland for relevant posts.

I declare that I have: (a) No previous convictions

(b) Previous convictions – details of which are:

Please read the following statements. You will be asked to sign a declaration if you are appointed:

I have completed Parts A to D of this application form and the details I have supplied are, to the best of my knowledge, true and complete;

I understand that if appointed to this post the information on this form will be kept as part of my personal file record;

I authorise you to obtain references to support this application if I am identified as a preferred candidate;

I understand that details of educational qualifications, membership of professional bodies and referee reports may be verified through the establishments and individuals I have indicated;

I consent to my details being kept confidentially and used for specific and lawful purposes as specified in the Data Protection Act 1998;

I declare that I have no previous convictions, or have identified any I have above.

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Signed Date:

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PART CApplication for (Job Title): Receptionist 37 hours/week

Location: Southside Road Surgery, 43 Southside Road, Inverness, IV2 4XA

Qualifications Achieved

Subjects Type of Qualificationeg. Standard Grade, GCSE, Higher, BSc Grade Achieved

Qualifications Currently Studying or Working Towards

SubjectsType of Qualification

eg. Standard Grade, GCSE, Higher, BSc

Grade Anticipated

Date Anticipated

Membership of Professional or Regulatory BodiesFull name of organisation(s) Registration Number Renewal Date

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PART C

Present (or most recent) PostJob Title:

Grade: Date of Starting Grade:

Employer:

Dates of Employment: From: To:

Reason for Leaving (if applicable):

Notice Period: Current Salary:

Role Purpose / Summary of Responsibilities

Employment History

Start with your most recent employment first and work down the page. If a job supports the position applied for, please say more about it in your Application Support Statement.Job Title Employer Date From Date To

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PART C

Referees

Your referees will include your present (or most recent) employer. Please identify below the person in your organisation (normally your direct line manager) who is authorised to confirm your employment and the details given in your application. Please identify a second referee who may have closer knowledge of your skills, knowledge and abilities and who may offer opinion on your suitability for this post. You should not use family members or friends. Our pre-employment screening also includes, where appropriate, health and fitness for work, criminal records, qualifications and professional registration. Note that references will only be taken up for Preferred Candidates following interview.

Name 1: Designation:

Address: Post Code:

Telephone: Email:

Name 2: Designation:

Address: Post Code:

Telephone: Email:

Interview Arrangements

Please specify any particular requirements you need if attending for interview –

Driving Licence (see Job Description - only complete if a driving licence is essential)

Do you have a driving licence? Yes No If yes, which categories are you entitled to drive,eg. B, BE, C

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PART C

Statement in Support of Application – please tell us your personal qualities, skills and attributes, experience and any major achievements and show how they match those needed for this job.

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(insert job title) Receptionist 37hours/wk PART D

Equal Opportunities Monitoring

We want to ensure that our job opportunities are open to all. The only way we can ensure there is equal opportunity is to monitor applications we receive and compare the profile of people who apply with those appointed. Therefore this form asks you for your ethnic origin, gender, disability, religion, sexuality and age. The information you provide in this part of the form (Part D) is confidential and is not used in the selection process. It will be separated from the rest of the form when we receive it.

1) You are:

Female Male

2) What is your age?I am years old, and my date of birth is:

3) Do you have a physical or mental health condition or disability that: has a substantial effect on your ability to carry out day to day activities? has lasted or is expected to last 12 months or more?

Yes No Prefer not to say

If you answered ‘yes’ please tick if it is either of the following:

Learning DisabilityLong standing illnessMental health condition

Physical impairmentSensory impairment

Other (please describe):

Again, if yes, please describe any particular arrangements you would need for your work location:

(Continued on next page)

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(insert job title) Receptionist 37hours/wk PART D 4) What is your ethnic group? Choose one section from A to F, then tick the appropriate box to indicate your cultural background

A: White Scottish Irish Other British

Any other White background

B: Mixed Any mixed background

C: Asian; Asian Scottish; Asian British Pakistani Indian Chinese

Bangladeshi Any other Asian background

D: Black; Black Scottish; Black British Caribbean African Any other Black background

E: Other ethnic background Any other background

F: Prefer not to answer 5) To which religion, religious denomination or body do you actively belong?

(Christianity) - Church of Scotland Hinduism

(Christianity) - Roman Catholic Sikhism

Christianity (other) Judaism

Other faith / belief Islam

Buddhism No religion (none)

Prefer not to answer

Please return this form to –Practice Manager, Southside Road Surgery, 43 Southside Road, Inverness, IV2 4XA

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INSTRUCTIONS FOR COMPLETION OF APPLICATION FORM

Please read this carefully before completing your application form.

1. Application Form Only completed Southside Road Surgery application forms are eligible for short

listing. Complete all sections of the form. Do not send your CV. Sign your application form and return it either by post or deliver it in person.

2. Closing Date To be considered, you must return your application on or before the closing date. Applications received after the closing date will not be eligible for short listing. Please make sure you pay the correct postage. Southside Road Surgery will not

pay underpaid mail.

3. References Please include your current or most recent employer. If you feel you cannot ask

your current/most recent employer, we will discuss this with you. Friends or relatives are not acceptable as referees. References are only taken up if you are offered a post with us.

4. Statement In Support Of Application Tell us something about yourself, your skills and achievements. Try to think about why you want this post and what skills/attributes you have that

would make you suitable. This section is used to help us decide whether to offer you an interview or not so

please make sure you complete it as fully as you can.

5. Short Listing and Interviews If you are short listed for interview, we will contact you as indicated on your

application form. Please make sure we have the correct details for you. If you are not short listed for interview, we will write to you after the closing date to

let you know this. We have a limited number of interview times. It will not be possible for us to offer

an alternative interview day. If you cannot attend at the time offered, we may be unable to offer an alternative. In this case, you may wish to withdraw your application.

If you are late for your scheduled interview, we may be unable to see you.

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Job Applicant Privacy Notice (compliant with GDPR)

As part of any recruitment process, Southside Road Surgery collects and processes personal data relating to job applicants. The business is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information do we collect? Southside Road Surgery collects a range of information about you. This includes: your name, address and contact details, including email address and telephone

number; details of your qualifications, skills, experience and employment history; information about your current level of remuneration, including benefit entitlements; whether or not you have a disability for which the organisation needs to make

reasonable adjustments during the recruitment process; and information about your entitlement to work in the UK.

Southside Road Surgery may collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does Southside Road Surgery process personal data? We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with its legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts.

Southside Road Surgery has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

Southside Road Surgery may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out its obligations and exercise specific rights in relation to employment.

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If your application is unsuccessful, Southside Road Surgery may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data? Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the management team and partners, interviewers involved in the recruitment process, and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks.

How does Southside Road Surgery protect data? We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does Southside Road Surgery keep data? If your application for employment is unsuccessful, the organisation will hold your data on file for 6 (six) months after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further 6 (six) months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights As a data subject, you have a number of rights. You can: access and obtain a copy of your data on request; require the organisation to change incorrect or incomplete data; require the organisation to delete or stop processing your data, for example where the

data is no longer necessary for the purposes of processing; and object to the processing of your data where Southside Road Surgery is relying on its

legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact the Practice Manager 01463 710222. If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data? You are under no statutory or contractual obligation to provide data to Southside Road Surgery during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

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Documents

Please Complete Using Block Capitals – This will be kept ... Pa… · Web viewflexible over 5 days, between hours of 7.45am and. 6.00pm to suit business needs, with. occasional