Receptionist/Administrator

Job responsibilities

As a Receptionist/Administrator you will be required to offer general assistance to the practice team, patients, and visitors to the practice, either in person or over the telephone. Receive and direct patients courteously and efficiently so that they can access the appropriate service or healthcare professional without difficult. Undertake various administrative duties which contribute to the smooth running of the Practice, including provision of secretarial and clerical support to clinical and other administrative staff. Ensure communication to and from patients, other members of the primary health care team and external agencies is processed accurately and within the necessary timescales.

Duties and Responsibilities include*

Opening and closing of practice premises in accordance with practice security protocols.

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.

Processing and distributing incoming (and outgoing) mail.

Taking messages and passing on information.

Filing and retrieving paperwork.

Processing repeat prescriptions in accordance with practice guidelines.

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers.

Clearing and re-stock consulting rooms are required.

Providing clerical assistance in the form of word/data processing, filing, photocopying and scanning.

Ordering, re-ordering and monitoring stationery and other supplies.

Dealing with clinical waste.

Providing refreshments for staff and visitors as required, and assisting in keeping the kitchen area clean and tidy.

Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter.

**(this list is not inclusive of all job roles and responsibilities but an example of the type of duties that will need to be performed)

Experience

Essential

• Experience:
• Experience of working in a reception environment.
• Experience of dealing with the public/patients.

Desirable

• Experience:
• Experience of answering telephone calls in a high call volume.
• Experience of Emis.

Qualifications

Essential

• Knowledge/Qualifications:
• Good General Secondary Education.
• Awareness of data security requirements.
• Understanding, acceptance and adherence to the need for strict confidentiality.

Desirable

• Knowledge/Qualifications:
• Understanding of General Practice.
• Knowledge of Emis and Docman systems.

Skills

Essential

• Verbal communication skills ability to deal with people in person and on the telephone.
• Strong appreciation of customer service skills.
• Tact, diplomacy and discretion.
• Able to work proactively, multi-task and to use initiative.
• Work under minimal supervision.
• Able to work under pressure.

Personal Qualities

Essential

• Pleasant and articulate.
• Flexible approach to undertaking a wide variety of tasks.
• Diplomatic, confidential, and discrete at all times.
• Self-motivated, confident and with a sense of humour.
• Outgoing, confident personality.
• Team player.

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).