Job summary
Receptionist and Administrator Vacancy
Part Time Receptionist - up to 22 hours per week considered
Part Time Administrator - up to 18/24 hours per week considered
We are open to options and if someone was looking for full time hours would consider a job split between Reception and Admin.
Working days/hours - Monday to Friday, hours between 8:00 am and 6:30 pm.
An exciting opportunity to join our friendly and
welcoming Reception and Administrative team, working across two sites, in our five-doctor
GP partnership, based in rural Shropshire, just south of Shrewsbury.
Main duties of the job
Main duties of the job
To provide a first point
of contact for patients at the reception desk, and on the telephones, and act
as a focal point of communication between patients, doctors, the Primary Health
Care Team and the administration staff. To book and manage appointments and
provide reception cover across both of our practice sites.
To provide administrative and secretarial support to the practice, typing letters and processing referrals, scanning, coding and processing clinical correspondence in and out of the practice. Working with our existing team to ensure all areas of admin for the practice are covered and managed accurately and professionally.
About us
About us
Our dual site dispensing practice with just over 10,300 patients has a positive, pleasant and friendly working atmosphere
and the partners and staff strive to keep it so. The team work well together
with the sole aim to provide high quality patient care to our population.
Job description
Job responsibilities
JOB DESCRIPTION
RECEPTIONIST / ADMINISTRATOR
Responsible To: Practice Manager
PURPOSE OF POST:
To provide a point of contact for patients and act as a focal point of communication between patients, doctors, the Primary Health Care Team and the administration staff. To book appointments and provide reception cover across both of our practice sites.
To provide high quality secretarial and administrative support to the whole practice, processing all letters, referrals and administration including workflow, scanning and coding.
Major Duties and Responsibilities of the Post
Duties:
Ensure efficiency of the EMIS computerized appointment system and monitor the flow of patients into consulting rooms.
Ensure that patients without appointments but who need to see a doctor urgently are seen in a logical and non-disruptive manner.
Respond to all requests for assistance from patients and other visitors
Secretarial duties including audio dictation and typing
Workflow scanning, coding and processing
QOF administration duties
EMIS Appointment System:
- Ensure accurate and timely entries are made onto the patient adminstration system, EMIS.
- Book appointments and recalls ensuring sufficient information is recorded to retrieve medical records
- Monitor effectiveness of the system and report any problems or variations required
Management of Medical Records:
- Retrieve and re file records if required, ensuring that strict alphabetical order is adhered to
- Ensure correspondence e.g. Reports, hospital letters, results are properly scanned and then filed accurately and in the correct order
Operation of Telephone System:
- Receive and make calls as required. Divert calls and take accurate messages as required
- Ensure that the system is operational at the beginning of each day and switch to night service at the end of each day
Start and End of Day Procedures:
- Open up premises at the start of day, making tea & coffee and make all necessary preparations to receive patients
- Download Shropdoc reports, print off and pass to duty GP
- Any other delegated duties considered appropriate to the post
Special Requirements of the Post:
- An understanding, acceptance and adherence to the need for strict confidentiality as failure to do so will result in dismissal
- An ability to use own judgment, resourcefulness, common sense to respond to patients non clinical inquiries and requests
- Excellent communication skills
- Accuracy in transcribing information
- Ability to work without supervision and determine own workload priorities
- Keyboard skills and computer literacy skills desirable
- Ability to work well within a team and under pressure
- Ability to be flexible within the working week if needed, and to be prepared to work some evenings and weekends as and when required
Job description
Job responsibilities
JOB DESCRIPTION
RECEPTIONIST / ADMINISTRATOR
Responsible To: Practice Manager
PURPOSE OF POST:
To provide a point of contact for patients and act as a focal point of communication between patients, doctors, the Primary Health Care Team and the administration staff. To book appointments and provide reception cover across both of our practice sites.
To provide high quality secretarial and administrative support to the whole practice, processing all letters, referrals and administration including workflow, scanning and coding.
Major Duties and Responsibilities of the Post
Duties:
Ensure efficiency of the EMIS computerized appointment system and monitor the flow of patients into consulting rooms.
Ensure that patients without appointments but who need to see a doctor urgently are seen in a logical and non-disruptive manner.
Respond to all requests for assistance from patients and other visitors
Secretarial duties including audio dictation and typing
Workflow scanning, coding and processing
QOF administration duties
EMIS Appointment System:
- Ensure accurate and timely entries are made onto the patient adminstration system, EMIS.
- Book appointments and recalls ensuring sufficient information is recorded to retrieve medical records
- Monitor effectiveness of the system and report any problems or variations required
Management of Medical Records:
- Retrieve and re file records if required, ensuring that strict alphabetical order is adhered to
- Ensure correspondence e.g. Reports, hospital letters, results are properly scanned and then filed accurately and in the correct order
Operation of Telephone System:
- Receive and make calls as required. Divert calls and take accurate messages as required
- Ensure that the system is operational at the beginning of each day and switch to night service at the end of each day
Start and End of Day Procedures:
- Open up premises at the start of day, making tea & coffee and make all necessary preparations to receive patients
- Download Shropdoc reports, print off and pass to duty GP
- Any other delegated duties considered appropriate to the post
Special Requirements of the Post:
- An understanding, acceptance and adherence to the need for strict confidentiality as failure to do so will result in dismissal
- An ability to use own judgment, resourcefulness, common sense to respond to patients non clinical inquiries and requests
- Excellent communication skills
- Accuracy in transcribing information
- Ability to work without supervision and determine own workload priorities
- Keyboard skills and computer literacy skills desirable
- Ability to work well within a team and under pressure
- Ability to be flexible within the working week if needed, and to be prepared to work some evenings and weekends as and when required
Person Specification
Mandatory Requirements
Essential
- Health and social care providers in England will be required to ensure workers are fully vaccinated against COVID-19.
Qualifications
Essential
- Education to GCSE (or equivalent) including English language
Desirable
- Word and Excel qualifications
Experience
Essential
- Excellent interpersonal and communication skills, verbal and written
- Ability to use initiative, judgement and common sense
- Good organisational skills
- Good IT and keyboard skills
Desirable
- Medical receptionist and/or secretarial or administrative or equivalent experience
- Customer service or equivalent experience/ previous experience in a post dealing with the general public
Personal Attributes
Essential
- Compassion and integrity
- Ability to work on own initiative, under pressure and as part of a team and ability to be flexible regarding hours/tasks
- Willingness to learn
- Professional appearance
- Ability to be discrete and maintain absolute confidentiality
- Attention to detail
- Ability to work confidently within the role, referring matters to doctors or practice manager appropriately
Person Specification
Mandatory Requirements
Essential
- Health and social care providers in England will be required to ensure workers are fully vaccinated against COVID-19.
Qualifications
Essential
- Education to GCSE (or equivalent) including English language
Desirable
- Word and Excel qualifications
Experience
Essential
- Excellent interpersonal and communication skills, verbal and written
- Ability to use initiative, judgement and common sense
- Good organisational skills
- Good IT and keyboard skills
Desirable
- Medical receptionist and/or secretarial or administrative or equivalent experience
- Customer service or equivalent experience/ previous experience in a post dealing with the general public
Personal Attributes
Essential
- Compassion and integrity
- Ability to work on own initiative, under pressure and as part of a team and ability to be flexible regarding hours/tasks
- Willingness to learn
- Professional appearance
- Ability to be discrete and maintain absolute confidentiality
- Attention to detail
- Ability to work confidently within the role, referring matters to doctors or practice manager appropriately
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.
