Receptionist/Administrator

Job description

Job responsibilities

Job Summary

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team.

Duties can include, but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, the processing of information (electronic and hard copy) for example patient registrations and letters and assisting patients as required. It will also include patient registration, booking appointments, processing of information in a timely manner and in accordance with current policies.

To support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multi-disciplinary team members and external agencies such as secondary care and community service providers.

Key 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:

• Welcome patients and visitors to the organisation, directing requests appropriately
• Maintain and monitor the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Action incoming emails and correspondence as necessary
• Scan patient related documentation and attach scanned documents to patients healthcare records
• Complete opening and closing procedures in accordance with the duty rota
• Process repeat prescriptions, ensuring they are processed accurately and efficiently
• Signpost patients to the correct service
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Clinically code data on SystmOne
• Process incoming and outgoing mail
• File and store records as required
• Photocopy documentation as required
• Data entry and process changes of new/temporary and existing registrations and relevant patient information as required
• Input data into patients healthcare records as necessary
• Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the Secretarial Team
• Manage all queries as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support the Management Team and clinical staff with general tasks as requested
• Support colleagues in the clinical team and provide cover during staff absences
• Complete any mandatory training and updates required for the role
• Partake in audit as directed by the audit lead
• Identify and provide team training where required
• Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room

For more information, please see the attached job description.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE grade A to C in English and Maths

Desirable

• RSA Word Processing or equivalent
• AMSPAR Receptionist Qualification
• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience in an office/admin/customer setting.
• Clerical skills/keyboard skills.
• Experience of communicating with a range of people/customers/clients in a workplace setting.

Desirable

• Experience of working in a Healthcare setting.

Skills and Abilities

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 and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• SystmOne user skills

Personal Qualities

Essential

• 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
• Flexibility to work outside of core office hours
• Willingness to help cover colleagues annual leave and sickness

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

Colne Valley Group Practice

Address

West Wing, Ground Floor

The Globe, Bridge Street, Slaithwaite

Huddersfield

HD7 5JN

Employer's website

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