Job summary
Salary Available Upon Request
18 hours a week
Come and Join this forward thinking Dynamic Team at The New Surgery in Pencoed.
We are looking for a part time Receptionist/Administrator who is passionate about Patient/customer service.
The environment is fast paced and the role is diverse.
The purpose of the role is 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 clerical support to clinical staff and other members of the practice team.
Facilitate effective communication between patients and members of the primary health care team,secondary care, and other associated healthcare agencies.
Main duties of the job
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the senior receptionist/practice manager, dependent on current and evolving practice workload and staffing levels:
Opening up/locking up of practice premises and maintaining security in accordance with practice protocol.
Maintaining and monitoring the practice appointments system.
Processing personal and telephone requests for appointments, visits, and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional.
Filing and retrieving paperwork.
Processing repeats prescriptions in accordance with practice guidelines.
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying, and scanning.
About us
We are a forward thinking, enthusiastic, and well thought of practice.
We are located conveniently on the M4 corridor in purpose built premises, providing a high standard of care for patients.
We provide the Vasectomy Service to patients in the Bridgend County Borough area under a Service Level Agreement with the Health Board.
Job description
Job responsibilities
The purpose of the role is 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 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.
Duties and responsibilities:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the senior receptionist/practice manager, dependent on current and evolving practice workload and staffing levels:
Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
Maintaining and monitoring the practice appointments system
Processing personal and telephone requests for appointments, visits, and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional.
Processing and distributing incoming (and outgoing) mail.
Taking messages and passing on information
Filing and retrieving paperwork
Processing repeats prescriptions in accordance with practice guidelines
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying, and scanning.
Ordering, re-ordering and monitoring of stationery and other supplies
Provision of refreshments for staff and visitors as required.
Keeping the reception area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter
Confidentiality:
While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
Actively reporting health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage own time, workload, and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
The post-holder will:
Apply practice policies, standards, and guidance.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
Participate in audit where appropriate.
Job description
Job responsibilities
The purpose of the role is 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 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.
Duties and responsibilities:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the senior receptionist/practice manager, dependent on current and evolving practice workload and staffing levels:
Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
Maintaining and monitoring the practice appointments system
Processing personal and telephone requests for appointments, visits, and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional.
Processing and distributing incoming (and outgoing) mail.
Taking messages and passing on information
Filing and retrieving paperwork
Processing repeats prescriptions in accordance with practice guidelines
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying, and scanning.
Ordering, re-ordering and monitoring of stationery and other supplies
Provision of refreshments for staff and visitors as required.
Keeping the reception area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter
Confidentiality:
While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
Actively reporting health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage own time, workload, and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
The post-holder will:
Apply practice policies, standards, and guidance.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
Participate in audit where appropriate.
Person Specification
Qualifications
Essential
- GCSE Grade A to C in English and Maths.
- Experience in an Administration and Customer Service role.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Excellent Communication and Interpersonal skills
- Ability to Multi task and Prioritise tasks effectively
- Attention to detail and accuracy in completing tasks
Desirable
- Knowledge of medical terminology would be an advantage, but not essential.
- Experience with electronic health records (EMIS WEBB) would be an advantage, but not essential.
Experience
Essential
- Working within a Team
- Patient or Customer Service
Desirable
- Experience of working in primary care
- Experience of working alone
- Experience in working in a busy environment
Person Specification
Qualifications
Essential
- GCSE Grade A to C in English and Maths.
- Experience in an Administration and Customer Service role.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Excellent Communication and Interpersonal skills
- Ability to Multi task and Prioritise tasks effectively
- Attention to detail and accuracy in completing tasks
Desirable
- Knowledge of medical terminology would be an advantage, but not essential.
- Experience with electronic health records (EMIS WEBB) would be an advantage, but not essential.
Experience
Essential
- Working within a Team
- Patient or Customer Service
Desirable
- Experience of working in primary care
- Experience of working alone
- Experience in working in a busy environment
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).