Reception Administrator

Job description

Job responsibilities

The following are the core responsibilities of the receptionist/administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Maintaining and monitoring the practice appointment system

b. Process telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Signpost patients to the correct service

e. Process incoming and outgoing mail

f. Initiating contact with and responding to, requests from patients, team members and external agencies

g. Process referrals to external agencies such as secondary care using the electronic referral system (ERS)

h. Process admin letters as requested

i. Process all DNAs in accordance with current policy

j. Action GP2GP tasks

k. Read code data on EMIS Web

l. Photocopy documentation as required

m. File and store records as required

n. Data entry of new and temporary registrations and relevant patient information as required

o. Input data into the patients healthcare records as necessary

p. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

q. Ensure Docman / GPTeamnet duties are completed daily

r. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

s. Manage all queries (including administrative queries) as necessary in an efficient manner

t. Carry out system searches as requested

u. Maintain a clean, tidy, effective working area at all times

v. Monitor and maintain the reception area and notice boards

w. Support all clinical staff with general tasks as requested, including fridge and emergency equipment checks

x. Take part in all mandatory training on a yearly basis

y. Contribute to team meetings

z. Partake in practice initiatives when required

Secondary Responsibilities

In addition to the primary responsibilities, the worker may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support administrative and reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

e. As required support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

f. Monitoring of stationery supplies

Person Specification

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• EMIS Web user skills

Personal Qualities

Essential

• Warm and friendly
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)

Desirable

• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of working with the general public
• Experience of administrative and receptionist duties

Desirable

• Experience of working in a health care setting

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

Tudor Lodge Health Centre

Address

8C Victoria Drive

Wimbledon

London

SW19 6AE

Employer's website

https://www.tudorlodgehealthcentre.co.uk (Opens in a new tab)