Reception / Admin

Job description

Job responsibilities

Primary key responsibilities

The following are the core responsibilities of a Receptionist in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. The efficient opening and closing of practice premises, ensuring that security is maintained at all times.

b. Accurately detail information on patients records within the clinical system

c. Maintain and monitor the practice appointment system

d. Process personal, telephone and e-requests for appointments

e. Assist with total triage administration

f. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

g. Signpost patients to the correct service

h. Initiate contact with and respond to, requests from patients, team members and external agencies

i. Photocopy documentation as required

j. Data entry of new and temporary registrations and relevant patient information as required

k. Input data into patients healthcare records as necessary

l. Direct requests for information, i.e., DSAR, insurance/solicitors letters and DVLA forms to the administrative team

m. Manage all queries as necessary in an efficient manner

n. Support all clinical staff with general administrative tasks as requested

o. Undertake a broad spectrum of administrative duties commensurate with the role

p. Be an integral part of the general practice team

q. Act as a chaperone as required

r. Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children

s. Support in the delivery of enhanced services and other service requirements

t. Undertake all mandatory training and induction programmes

u. Contribute to and embrace the spectrum of clinical governance

v. Ensuring that the doctors' rooms are well stocked with the necessary forms and paperwork

w. Keeping staff kitchens clean for use by all members of the practice staff

x. Ensuring that the reception and waiting areas are tidy, respectable, and ready for use at all times.

y. Maintain a clean, tidy, effective working area at all times

z. To ensure a safe working environment is maintained at all times

aa. Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

Wider responsibilities

In addition to the primary responsibilities, the Receptionist has the following wider responsibilities:

a. Support administrative staff, providing cover during staff absences

b. Action incoming emails and correspondence as necessary

c. Scan patient related documentation and attach scanned documents to patients healthcare records

d. Participate in local initiatives to enhance service delivery and patient care

e. Support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

f. Support and participate in shared learning

Person Specification

Knowledge and skills

Essential

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Ability to use own initiative, discretion, and sensitivity
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Excellent communication skills and effective in communicating and understanding patient needs
• Sensitive and empathetic in distressing situations
• IT skills and the ability to record accurate notes
• Effectively utilise resources
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Flexible and cooperative
• Motivated
• Understanding of safeguarding adults and children
• Knowledge of and ability to work to key policies and procedures

Desirable

• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Good organisational skills
• Chaperone procedure
• Demonstrate personal accountability, emotional resilience and work well under pressure

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of working in a healthcare setting
• Experience of administrative duties

Qualifications

Essential

• - A good standard of education with an expectation of having both GCSE Maths and English at Grade C (Level 4) or above, or Functional Skills Level 2 in Maths and English

Desirable

• NVQ Level 2 in Health and Social Care

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

The Molebridge Practice

Address

Medical Centre

Kingston Road

Leatherhead

Surrey

KT22 7PZ

Employer's website

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