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The Roseland Surgeries

Reception/admin assistant

Information:

This job is now closed

Job summary

We're seeking a detail-oriented individual to support our office operations. Responsibilities include data-entry and processing, scheduling appointments, and maintaining records. Strong organisational and communication skills are essential. If you're proactive and thrive in a fast-paced environment, apply now to be part of our dedicated team!

The Roseland Surgeries is a three-site dispensing practice on the Roseland Peninsula. We have a vacancy for a reception/administrative assistant to work up to 25 hours per week over 4 days. This is a permanent position with access to the NHS Pension Scheme if desired and free staff parking.The post holder should demonstrate excellent communication and computer skills, and be able to work on his/her own as well as part of a team. This position will be based at our main site in Portscatho and branch site Tregony, though occasionally you may also be asked to work at the St Mawes site to cover holidays and sickness. Please note: St Mawes Surgery is over two floors, with the top floor accessibly by stairs only (no lift).

Public transport is poor on the Roseland and so access to transport is essential. Please refer to the attached Job Description for more details of the post. Applicants are respectfully requested to check the postcode of the main site on Google Maps (or similar) before applying. Although the surgery postal address is Truro, we are some 40 minutes from the centre itself

Main duties of the job

The post holder will play a key role in the administration team, delivering comprehensive services. As a Receptionist/Admin Assistant, you'll handle general reception duties, manage telephone calls, and use electronic systems with high accuracy, ensuring efficient and effective service levels. You'll liaise extensively with service users, GPs, clinical staff, and the public, providing excellent customer service for efficient and sensitive communication. Handling confidential or sensitive information with courtesy and diplomacy is essential. You'll need to use your initiative to plan and prioritise your time in a busy environment. Additionally, you'll provide ad hoc administrative support, such as inviting patients for annual checks together with organising, handling and processing wholesale orders, with the potential to take on this responsibility monthly. A professional, flexible approach, along with honesty, integrity, and discretion, is required.

About us

Roseland Surgeries is a three site, very rural, dispensing practice on the Roseland Peninsula in Cornwall (UK). We have a higher than average population over the age of 75 and many have multiple long term conditions.

We are a training practice with both GP Registrars and medical students. We're a small knit team, providing help and support to each other when needed.

We are extremely busy, but there are moments of time when we can have a coffee together and a catch up, though some days the time just flies with 'phone calls!

Details

Date posted

04 October 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A0013-24-0003

Job locations

Gerrans Hill

Portscatho

Truro

Cornwall

TR2 5EE


The Surgery

Hillhead

St. Mawes

Truro

Cornwall

TR2 5AL


The Surgery

Well Street

Tregony

Truro

Cornwall

TR2 5RT


Job description

Job responsibilities

When appropriate, open and prepare the premises punctually and restore telephone services and computer.

Handle general enquiries and procedures.

Make new and follow up appointments for doctors, practice nurses and attached staff.

Reception and routing of patients on arrival, ensuring appropriate forms are filled infor temporary residents, emergency or immediately necessary treatment and new registrations.

Answer telephone and deal with or redirect enquiries.

Accept and pass on messages (accurately) for nurses, allied healthcare

Record requests for home visits and contact duty doctor

Aid disabled patients when necessary.

Before leaving, set telephone transfer, set burglar alarm, lock up

Assist with wholesale deliveries:

This part of the role covers one afternoon per week at Tregony Surgery. This task includesaccuratelycounting stock, moving and organising the stock, following administrative and standardoperating procedures in the safe management of medication stock, completion ofspreadsheets to confirm delivery stock and ongoing movement of stock to themanagement team.

Deal with mail as per Practice procedure.

Extract medical records or print computerised records when required

Air and tidy waiting room and reception.

SPECIAL REQUIREMENTS OF THE POST

Understanding, acceptance and strict adherence to the need for absolute confidentiality.

An ability to use own judgement, resourcefulness, common sense and local knowledge and be able to respond effectively to patients enquiries and requests.

ADDITIONAL INFORMATION

From time to time, it may be necessary for the post holder to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice, in particular, on occasions when other reception staff are on leave. The post holder may be asked to attend suitable educational courses, which should be of mutual benefit to the post holder and the Practice.

The duties may change in the light of development within the Practice and are subject to review.

The post holder must have a good general standard of education. You should have good communication skills, an eye for detail and be able to work as part of a busy team. You should be methodical, organised and flexible in your approach to the work and the patients. You must be eligible to work in the UK and available to attend a face to face interview at the main surgery (TR2 5EE)

The postholder must be willing to have a flexible approach to the hours worked, to help cover for holidays and sickness. This may require working from 7:30 am, or until 6.30 pm this is requested with consultation and as much notice as possible.

Some experience of a medical nature would be an advantage though is not essential as full in-house training is provided. Keyboard skills and experience of computers is essential. A willingness to learn and undertake training is most important.

Job description

Job responsibilities

When appropriate, open and prepare the premises punctually and restore telephone services and computer.

Handle general enquiries and procedures.

Make new and follow up appointments for doctors, practice nurses and attached staff.

Reception and routing of patients on arrival, ensuring appropriate forms are filled infor temporary residents, emergency or immediately necessary treatment and new registrations.

Answer telephone and deal with or redirect enquiries.

Accept and pass on messages (accurately) for nurses, allied healthcare

Record requests for home visits and contact duty doctor

Aid disabled patients when necessary.

Before leaving, set telephone transfer, set burglar alarm, lock up

Assist with wholesale deliveries:

This part of the role covers one afternoon per week at Tregony Surgery. This task includesaccuratelycounting stock, moving and organising the stock, following administrative and standardoperating procedures in the safe management of medication stock, completion ofspreadsheets to confirm delivery stock and ongoing movement of stock to themanagement team.

Deal with mail as per Practice procedure.

Extract medical records or print computerised records when required

Air and tidy waiting room and reception.

SPECIAL REQUIREMENTS OF THE POST

Understanding, acceptance and strict adherence to the need for absolute confidentiality.

An ability to use own judgement, resourcefulness, common sense and local knowledge and be able to respond effectively to patients enquiries and requests.

ADDITIONAL INFORMATION

From time to time, it may be necessary for the post holder to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice, in particular, on occasions when other reception staff are on leave. The post holder may be asked to attend suitable educational courses, which should be of mutual benefit to the post holder and the Practice.

The duties may change in the light of development within the Practice and are subject to review.

The post holder must have a good general standard of education. You should have good communication skills, an eye for detail and be able to work as part of a busy team. You should be methodical, organised and flexible in your approach to the work and the patients. You must be eligible to work in the UK and available to attend a face to face interview at the main surgery (TR2 5EE)

The postholder must be willing to have a flexible approach to the hours worked, to help cover for holidays and sickness. This may require working from 7:30 am, or until 6.30 pm this is requested with consultation and as much notice as possible.

Some experience of a medical nature would be an advantage though is not essential as full in-house training is provided. Keyboard skills and experience of computers is essential. A willingness to learn and undertake training is most important.

Person Specification

Qualifications

Essential

  • Experience of dealing with members of the public
  • GCSE Grade A to C in English and Mathematics
  • Ability to communicate at all levels
  • Keyboard skill
  • Good telephone manner
  • Common Sense
  • Willingness to undertake training
  • Able to work on own initiative, and as part of a busy team
  • Ability to recognise and cope with difficult situations
  • Excellent eye for detail
  • Must be able to work at all three sites (be aware that one surgery is two storey)
  • Flexible to cover colleagues when necessary
  • Must have access to transport

Desirable

  • Previous reception experience
  • Knowledge of medical terminology
  • computer qualification (such as ESDL)
Person Specification

Qualifications

Essential

  • Experience of dealing with members of the public
  • GCSE Grade A to C in English and Mathematics
  • Ability to communicate at all levels
  • Keyboard skill
  • Good telephone manner
  • Common Sense
  • Willingness to undertake training
  • Able to work on own initiative, and as part of a busy team
  • Ability to recognise and cope with difficult situations
  • Excellent eye for detail
  • Must be able to work at all three sites (be aware that one surgery is two storey)
  • Flexible to cover colleagues when necessary
  • Must have access to transport

Desirable

  • Previous reception experience
  • Knowledge of medical terminology
  • computer qualification (such as ESDL)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Roseland Surgeries

Address

Gerrans Hill

Portscatho

Truro

Cornwall

TR2 5EE

Employer details

Employer name

The Roseland Surgeries

Address

Gerrans Hill

Portscatho

Truro

Cornwall

TR2 5EE

Employer contact details

For questions about the job, contact:

Practice Manager

Nicola Davies

nicola.davies14@nhs.net

01872580345

Details

Date posted

04 October 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A0013-24-0003

Job locations

Gerrans Hill

Portscatho

Truro

Cornwall

TR2 5EE


The Surgery

Hillhead

St. Mawes

Truro

Cornwall

TR2 5AL


The Surgery

Well Street

Tregony

Truro

Cornwall

TR2 5RT


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