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Quedgeley Medical Centre

Receptionist/Administrator

Information:

This job is now closed

Job summary

As a small Practice, QMC operates a blended approach to supporting patient services, bringing Reception and Administration tasks and responsibilities into one team. We believe this offers far greater opportunity for individuals to develop a much broader set of skills and to experience a more varied role. As such, the post-holder will work within the Reception/Admin team, sharing a range of duties that support the slick operational running of the overall Practice.

We strive to be a warm, friendly, and welcoming Practice, where patients are treated with respect and dignity and feel that they have been listened to with kindness and compassion at every interaction. We are looking for a calm, patient and understanding individualwho can interact effectively with all types of people.

Main duties of the job

The role aims 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
  • 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 of the primary health care team, secondary care, and other associated healthcare agencies

The successful candidate will be able to work effectively in a team and on their own initiative. They will be confident in using the phone and in dealing with people face-to-face. They will be able to work accurately and methodically through the daily tasks, whilst remaining calm and measured when unexpected work comes through.

About us

Quedgeley Medical Centre (QMC) is a family run GP practice in Quedgeley, a suburban town of Gloucester and located 3.5 miles southwest of the city centre. With just 6,500 patients, QMC is a small practice with a relatively small team comprised of doctors, nurses, healthcare assistants, administrative/secretarial staff, pharmacists, and others. The small, tight-knit team has a wonderful dynamic of mucking in and supporting one another, sharing responsibilities, and being confident and enabled to speak up and ask for help.

This is an exciting time to join the team, with the Practice currently going through an extensive expansion and refurbishment which will create a more modern and more spacious environment for both patients and staff.

Details

Date posted

04 July 2023

Pay scheme

Other

Salary

£10.43 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A2812-RECAD-JUL23

Job locations

Olympus Park

Quedgeley

Gloucester

GL2 4NF


Job description

Job responsibilities

Please see the attached job description for full details. The primary duties and responsibilities of the role include:

To welcome all patients and visitors to the Practice at reception in a courteous and professional manner, ensuring they access services as appropriate and providing additional support as required i.e., interpreters

Answer incoming calls and process requests in line with current protocols

To use the electronic appointment system, booking and cancelling appointments, maintaining, and monitoring the system

Carrying out a range of administration tasks relating to clinical services and patient care, including but not limited to:

  • Data entry on the clinical systems
  • Extracting data
  • Filing
  • Scanning of documents
  • Registering new patients
  • Processing eConsultations and Online Patient Services tasks
  • Processing death notifications
  • Processing referrals via the electronic referral system
  • Collecting and preparing pathology samples for transfer to the lab
  • Reviewing and taking appropriate action to process incoming emails

Ensure that requests for repeat prescriptions are generated accurately and efficiently, following practice protocol

Process incoming and outgoing patients notes and medical reports in line with protocols

Opening and distributing post

Facilitate effective communication between patients, members of the primary health care team, secondary care, and other associated healthcare agencies

To offer general assistance to colleagues/practice teams, communicating with clinical staff to complete requests and resolve problems

Opening and closing practice premises and maintaining security in line with protocols

Ensure Reception and Waiting rooms/Public areas are kept clean and tidy and reporting problems as they arise

Contribute to the Practice meeting targets set either internally or external i.e., QoF

Completing general administrative duties to support the Practice operation as required

Job description

Job responsibilities

Please see the attached job description for full details. The primary duties and responsibilities of the role include:

To welcome all patients and visitors to the Practice at reception in a courteous and professional manner, ensuring they access services as appropriate and providing additional support as required i.e., interpreters

Answer incoming calls and process requests in line with current protocols

To use the electronic appointment system, booking and cancelling appointments, maintaining, and monitoring the system

Carrying out a range of administration tasks relating to clinical services and patient care, including but not limited to:

  • Data entry on the clinical systems
  • Extracting data
  • Filing
  • Scanning of documents
  • Registering new patients
  • Processing eConsultations and Online Patient Services tasks
  • Processing death notifications
  • Processing referrals via the electronic referral system
  • Collecting and preparing pathology samples for transfer to the lab
  • Reviewing and taking appropriate action to process incoming emails

Ensure that requests for repeat prescriptions are generated accurately and efficiently, following practice protocol

Process incoming and outgoing patients notes and medical reports in line with protocols

Opening and distributing post

Facilitate effective communication between patients, members of the primary health care team, secondary care, and other associated healthcare agencies

To offer general assistance to colleagues/practice teams, communicating with clinical staff to complete requests and resolve problems

Opening and closing practice premises and maintaining security in line with protocols

Ensure Reception and Waiting rooms/Public areas are kept clean and tidy and reporting problems as they arise

Contribute to the Practice meeting targets set either internally or external i.e., QoF

Completing general administrative duties to support the Practice operation as required

Person Specification

Skills and Qualities

Essential

  • Good written and verbal communication skills
  • Self-motivated
  • Able to develop and maintain positive working relationships
  • A willingness to work with others and respect their views
  • Honest and fairness in dealing with other people
  • Ability to work as a team and on own initiative
  • Ability to remain calm under pressure
  • Flexible to the challenging demands of a busy surgery
  • Good negotiating skills
  • Strong organisational skills and an eye for detail
  • Capable of maintaining accurate records and documentation
  • Professional approach always

Experience

Essential

  • Good level of spoken English
  • Experience of a varied administrative role
  • Experience of working with patients / customers both face to face and by telephone
  • Experienced in telephone call handling
  • IT literate, including Microsoft Office
  • Experienced in data entry, e.g., using an electronic medical record system or similar

Desirable

  • Experience of working in a healthcare setting
  • Experience of using an electronic appointment booking system
  • Understanding of medical terminology

Qualifications

Essential

  • Good level of general education

Desirable

  • Recognised administrative qualification(s)
Person Specification

Skills and Qualities

Essential

  • Good written and verbal communication skills
  • Self-motivated
  • Able to develop and maintain positive working relationships
  • A willingness to work with others and respect their views
  • Honest and fairness in dealing with other people
  • Ability to work as a team and on own initiative
  • Ability to remain calm under pressure
  • Flexible to the challenging demands of a busy surgery
  • Good negotiating skills
  • Strong organisational skills and an eye for detail
  • Capable of maintaining accurate records and documentation
  • Professional approach always

Experience

Essential

  • Good level of spoken English
  • Experience of a varied administrative role
  • Experience of working with patients / customers both face to face and by telephone
  • Experienced in telephone call handling
  • IT literate, including Microsoft Office
  • Experienced in data entry, e.g., using an electronic medical record system or similar

Desirable

  • Experience of working in a healthcare setting
  • Experience of using an electronic appointment booking system
  • Understanding of medical terminology

Qualifications

Essential

  • Good level of general education

Desirable

  • Recognised administrative qualification(s)

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

Quedgeley Medical Centre

Address

Olympus Park

Quedgeley

Gloucester

GL2 4NF


Employer's website

https://quedgeleymedicalcentre.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Quedgeley Medical Centre

Address

Olympus Park

Quedgeley

Gloucester

GL2 4NF


Employer's website

https://quedgeleymedicalcentre.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Viki Lamb

viki.lamb@nhs.net

Details

Date posted

04 July 2023

Pay scheme

Other

Salary

£10.43 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A2812-RECAD-JUL23

Job locations

Olympus Park

Quedgeley

Gloucester

GL2 4NF


Supporting documents

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