GP Receptionist / Administrator

Rolle Medical Partnership

Information:

This job is now closed

Job summary

We are looking for a GP Receptionist/Administrator to join our friendly, supportive and dynamic team in Exmouth, which is on the beautiful East Devon coast.

We are a very happy practice with strong positive working relationships which contribute to fantastic team working and morale. We have a good reputation as an employer and hold the best parties!

Main duties of the job

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:

  • Process personal, telephone and e-requests for appointments
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
  • Signpost patients to the correct service
  • Process incoming and outgoing mail
  • Initiating contact with and responding to, requests from patients, team members and external agencies
  • Photocopy documentation as required
  • File and store records as required
  • Data entry of temporary registrations and relevant patient information as required
  • Input data into the patients healthcare records as necessary
  • Scanning of patient related documentation and attaching scanned documents to patients healthcare records
  • Manage all queries (including administrative queries) as necessary in an efficient manner
  • Maintain a clean, tidy, effective working area at all times
  • Monitor and maintain the reception area and notice boards
  • Support all clinical staff with general tasks as requested
  • Support administrative and reception staff, providing cover during staff absences
  • Complete opening and closing procedures in accordance with the duty rota

About us

Rolle Medical Partnership provides high quality primary care under a General Medical Services Contract delivering full general practice and additional enhanced services as well as care and support for our patients with long term conditions who live within our area.

Our list size is around 27,500 and we monitor our size and workload to ensure we have adequate clinical and administrative staff to adapt accordingly. We have four surgery sites, including our dispensing surgery in Lympstone.

We strive to be as effective and efficient as possible in terms of the healthcare we provide. We will be focussed on providing excellent primary care services for patients and listen to feedback to reflect.

We will provide a rich educational environment for our under and post graduate learners and encourage personal and career development for our staff to enhance their skills.

We will maintain our commitment to improvement, by use of innovation, technology and review of our systems.

We will continue to build on our excellent practice team working and our mutual support networks.

Date posted

09 September 2024

Pay scheme

Other

Salary

£12 an hour Once trained increase to £12.30ph. Training period is 3 months

Contract

Permanent

Working pattern

Part-time

Reference number

A4668-24-0000

Job locations

Exmouth Health Centre

Claremont Grove

Exmouth

Devon

EX8 4SW


Job description

Job responsibilities

To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients at reception and dealing with general patient enquiries, booking appointments and dealing with general enquiries via the telephone and processing of information (electronic and hard copy). To act as the central point of contact for patients, 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

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Team Leaders and Deputy Managers.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at Rolle Medical must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Please see supporting documents for full job description.

Job description

Job responsibilities

To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients at reception and dealing with general patient enquiries, booking appointments and dealing with general enquiries via the telephone and processing of information (electronic and hard copy). To act as the central point of contact for patients, 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

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Team Leaders and Deputy Managers.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at Rolle Medical must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Please see supporting documents for full job description.

Person Specification

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative / receptionist duties

Desirable

  • Experience of working in a health care setting

Qualifications

Essential

  • Educated to GCSE level or equivalent
  • GCSE Mathematics & English (C or above)

Desirable

  • AMSPAR Receptionists Qualification

Skills

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

Desirable

  • EMIS / Systmone / Vision 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

Other requirements

Essential

  • Flexibility to work outside of core office hours
Person Specification

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative / receptionist duties

Desirable

  • Experience of working in a health care setting

Qualifications

Essential

  • Educated to GCSE level or equivalent
  • GCSE Mathematics & English (C or above)

Desirable

  • AMSPAR Receptionists Qualification

Skills

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

Desirable

  • EMIS / Systmone / Vision 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

Other requirements

Essential

  • Flexibility to work outside of core office hours

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

Rolle Medical Partnership

Address

Exmouth Health Centre

Claremont Grove

Exmouth

Devon

EX8 4SW


Employer's website

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

Employer details

Employer name

Rolle Medical Partnership

Address

Exmouth Health Centre

Claremont Grove

Exmouth

Devon

EX8 4SW


Employer's website

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

For questions about the job, contact:

Deputy Business Manager

Kirsty Nicholls

kirsty.nicholls@nhs.net

01395226540

Date posted

09 September 2024

Pay scheme

Other

Salary

£12 an hour Once trained increase to £12.30ph. Training period is 3 months

Contract

Permanent

Working pattern

Part-time

Reference number

A4668-24-0000

Job locations

Exmouth Health Centre

Claremont Grove

Exmouth

Devon

EX8 4SW


Supporting documents

Privacy notice

Rolle Medical Partnership's privacy notice (opens in a new tab)