Job summary
We have a vacancy for a Receptionist / Administrator to join our
established team. We are a small GP practice serving local village communities,
striving to provide a high standard of care and services within a purpose-built
surgery.
The hours would be worked over 5 days.
However, a willingness to be flexible with working days/hours will be required
in order to provide cover during periods of leave and to enable the Practice to
meet the changing requirements of the NHS. The post offers access to the
NHS or NEST pension schemes.
The Assistant Practice Manager will oversee the induction period and
remain available for ongoing mentoring and support. Induction and training are
intended to meet the needs of the individual but will be a combination of
internal, on-line and external learning opportunities.
All members of the Admin Team are first train in the receptionist role but
are expected to extend their knowledge and skills to take on administrative
responsibilities. Since the pandemic,
reception duties, which include answering the telephone and calling patients to
arrange appointments etc, are generally undertaken from offices away from the
main reception desk but front-of-house responsibilities remains an important
part of the role.
Main duties of the job
This
job would suit somebody with previous experience of working in a customer-facing
role, preferably in a healthcare setting, but this is not essential. We would
also like to hear from you if you have experience in other settings and can
bring relevant, transferable skills to this role.
The
role will include the following:
To offer 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
Opening-up / locking-up of the Practice premises
and maintaining security in accordance with Practice protocols
Making appointments and helping to manage and
maintain the appointment system
Ensuring patients are put in contact with the
correct person to help them with their needs
Managing incoming mail, including distribution,
scanning and electronic coding
Computer data entry, processing and recording of
information in accordance with Practice protocols
Implementing procedures to ensure patient confidentiality
is respected and maintained at all times
Supporting the call and recall programme for
patients requiring ongoing follow-up of their medical conditions; working from
computer searches and entering data as required
Providing clerical assistance to clinical
colleagues, this may include contacting patients and external agencies eg the
Coroners Office
About us
The admin team work closely with each other and also with clinical and
non-clinical colleagues in the Practice. Our aim is to support and encourage
our staff to achieve their potential and to look forward to coming to work each
day.
As part of a rural community we are able to develop a close relationship
and knowledge of our patients, especially those with more extensive needs who
may be regular visitors to the surgery. This is important to us all and
maintaining and improving our patient services is the key driver for the whole
practice team.
In summary, we are looking for a new colleague who becomes a friend -
considerate, supportive, reliable and with a good sense of humour. If this is
you, then we look forward to hearing from you.
Job description
Job responsibilities
The purpose of the role is to:
Offer 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
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
To share responsibility for data input, monitoring and data quality in support of other members of the team
To assist with ongoing updates, problem solving and upgrades relating to the IT systems in the practice through liaison with the IT support services and senior Practice staff
Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
Duties and responsibilities:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Assistant Practice Manager, dependent on current and evolving practice workload and staffing levels:
- Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols
- Maintaining and monitoring the practice appointments system
- Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Working with a standardised document handling process for incoming mail; including distribution, reviewing, electronic scanning and coding
- Processing outgoing mail
- Taking messages and passing on information
- 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
- Supporting call and recall programmes for patients requiring ongoing follow-up of their medical conditions; working from computer searches and entering data as appropriate
- Preparing and clearing consulting rooms as required
- Providing clerical assistance to clinical and other colleagues as required from time to time, including word/data processing, filing, photocopying and scanning
- Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
Job description
Job responsibilities
The purpose of the role is to:
Offer 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
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
To share responsibility for data input, monitoring and data quality in support of other members of the team
To assist with ongoing updates, problem solving and upgrades relating to the IT systems in the practice through liaison with the IT support services and senior Practice staff
Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
Duties and responsibilities:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Assistant Practice Manager, dependent on current and evolving practice workload and staffing levels:
- Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols
- Maintaining and monitoring the practice appointments system
- Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Working with a standardised document handling process for incoming mail; including distribution, reviewing, electronic scanning and coding
- Processing outgoing mail
- Taking messages and passing on information
- 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
- Supporting call and recall programmes for patients requiring ongoing follow-up of their medical conditions; working from computer searches and entering data as appropriate
- Preparing and clearing consulting rooms as required
- Providing clerical assistance to clinical and other colleagues as required from time to time, including word/data processing, filing, photocopying and scanning
- Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
Person Specification
Experience
Essential
- Customer care experience in a relevant environment
Desirable
- Experience of working in general practice or similar healthcare environment
- Experience of working independently in an unsupervised environment
Personal Qualities and communication skills
Essential
- - Ability to build and maintain positive relationships with patients and colleagues
- - Able to communicate clearly and precisely (oral and written) and where there may be barriers to understanding
- - Demonstrate motivation, reliability and commitment to team working
- - Flexible and responsive attitude to change
- - Demonstrate that the opinions of others are listened to and valued
- - Considerate, compassionate, able to listen
- - Tolerant and calm under pressure
Desirable
- - Good time-keeping, punctual
- - Sense of humour
- - Able to prioritise appropriately
- - Organised and methodical
- - Able to deal with occasional exposure to distressing circumstances or emotional events
- - Able to cope with occasional exposure to aggressive and/or confrontational behaviour
Qualifications
Essential
- GCSE or equivalent A to C in English
Desirable
- GCSE, NVQ or equivalent qualification in computer usage
Person Specification
Experience
Essential
- Customer care experience in a relevant environment
Desirable
- Experience of working in general practice or similar healthcare environment
- Experience of working independently in an unsupervised environment
Personal Qualities and communication skills
Essential
- - Ability to build and maintain positive relationships with patients and colleagues
- - Able to communicate clearly and precisely (oral and written) and where there may be barriers to understanding
- - Demonstrate motivation, reliability and commitment to team working
- - Flexible and responsive attitude to change
- - Demonstrate that the opinions of others are listened to and valued
- - Considerate, compassionate, able to listen
- - Tolerant and calm under pressure
Desirable
- - Good time-keeping, punctual
- - Sense of humour
- - Able to prioritise appropriately
- - Organised and methodical
- - Able to deal with occasional exposure to distressing circumstances or emotional events
- - Able to cope with occasional exposure to aggressive and/or confrontational behaviour
Qualifications
Essential
- GCSE or equivalent A to C in English
Desirable
- GCSE, NVQ or equivalent qualification in computer usage