Job summary
We are seeking a new staff member, to join us as a receptionist at a friendly GP Practice in Pontypool with a very low staff turnover.
We are looking for a part time receptionist to work 24 hours a week, Monday to Friday between the hours of 8:30 to 18:30, hours and days to be negotiated:
Previous experience including typing would be a distinct advantage, particularly in a medical setting, but full training can be given. We are ideally looking for someone with excellent interpersonal skills and experience of dealing with the general public. Delivering high quality services is essential.
5 GCSE's Grade C or above (or equivalent qualifications), must include Mathematics and English.
Flexibility of working hours to cover periods of annual leave or sickness are essential.
Main duties of the job
The post holder must be flexible and able to support duties of other members of the team.
To do this role you will enjoy utilizing your organizational and prioritizing skills, combined with attention to detail.
Offer general assistance to the Practice team and Practice Manager 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 manner.
Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
About us
We are a friendly surgery who pride ourselves on providing an efficient, modern and comprehensive range of health services for our patients.
We have been providing medical care to local patients since the site was first opened in 1990, and since then we have grown to provide care for over 6700 patients.
Job description
Job responsibilities
Key tasks and responsibilities will include; managing telephone enquiries and dealing with patients.
Using the EMIS IT system.
Respond to enquiries from patients and pharmacies in a courteous, timely and efficient manner, by telephone, letter and email, occasionally face-to-face and maintain precise records of the communications.
Ensure you are keeping patient information updated and that patient information is secure and kept confidential at all times.
Ensuring an effective and efficient reception service is provided to patients and any other visitors to the practice.
Having the ability to prioritise work, meet deadlines and perform effectively under pressure.
Having the ability to work independently and demonstrate initiative.
Deal with all general enquiries, explain procedures and make new and follow up appointments.
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
Receive and make telephone calls in a confidential manner. Diverting calls and taking messages, ensuring accuracy of detail and prompt appropriate delivery.
Entering requests for house visits onto the computer system, ensuring accurate recording of all details and notifying the duty doctor.
Using your own judgement and communication skills to ensure that patients with no prior appointment but who need urgent consultation are dealt with in a logical and non-disruptive manner.
Action repeat prescriptions requests and ensure that they are ready for collection by the patient after 48 hours, either on computer or manually when Prescription Clerk is unavailable.
Process new registrations and temporary resident forms on the computer system when required.
Open internal post and date stamp ready for scanning.
Ensure correspondence, report results etc are scanned and filed promptly and in the correct records whilst ensuring that all correspondence is available to the duty GP when the patients are seen.
Undertake clerical duties which involve audio typing of letters or reports.
Ensure that paper records are kept in good repair with all necessary information on the outside cover is clearly visible.
Understanding the importance of accuracy when dealing with patient records, both electronic and paper based.
Checking fax machine regularly, ensuring it stocked with paper and pass faxes on to appropriate team member.
Chaperoning patients if necessary.
Ensuring consultation rooms have adequate supplies, e.g. Couch rolls, x-ray forms etc.
Dip testing of urine samples (training will be given).
When first to arrive in the morning, open up the premises and make all the necessary preparations to receive patients.
When last to leave at the end of the day, ensure that all internal lights and all office equipment is turned off and ensure the building is secure.
To provide reception cover for colleagues absent from work due to sickness or annual leave, sometimes at short notice.
Ensuring adequate stock of stationery and other supplies are maintained within the practice.
Keeping the reception area tidy and free from clutter.
Undertake training as requested to support safe and effective services for the practice.
Carry out any other duties as may reasonably be requested by the GPs or Practice Manager.
Provision of refreshments for staff and visitors as required.
Job description
Job responsibilities
Key tasks and responsibilities will include; managing telephone enquiries and dealing with patients.
Using the EMIS IT system.
Respond to enquiries from patients and pharmacies in a courteous, timely and efficient manner, by telephone, letter and email, occasionally face-to-face and maintain precise records of the communications.
Ensure you are keeping patient information updated and that patient information is secure and kept confidential at all times.
Ensuring an effective and efficient reception service is provided to patients and any other visitors to the practice.
Having the ability to prioritise work, meet deadlines and perform effectively under pressure.
Having the ability to work independently and demonstrate initiative.
Deal with all general enquiries, explain procedures and make new and follow up appointments.
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
Receive and make telephone calls in a confidential manner. Diverting calls and taking messages, ensuring accuracy of detail and prompt appropriate delivery.
Entering requests for house visits onto the computer system, ensuring accurate recording of all details and notifying the duty doctor.
Using your own judgement and communication skills to ensure that patients with no prior appointment but who need urgent consultation are dealt with in a logical and non-disruptive manner.
Action repeat prescriptions requests and ensure that they are ready for collection by the patient after 48 hours, either on computer or manually when Prescription Clerk is unavailable.
Process new registrations and temporary resident forms on the computer system when required.
Open internal post and date stamp ready for scanning.
Ensure correspondence, report results etc are scanned and filed promptly and in the correct records whilst ensuring that all correspondence is available to the duty GP when the patients are seen.
Undertake clerical duties which involve audio typing of letters or reports.
Ensure that paper records are kept in good repair with all necessary information on the outside cover is clearly visible.
Understanding the importance of accuracy when dealing with patient records, both electronic and paper based.
Checking fax machine regularly, ensuring it stocked with paper and pass faxes on to appropriate team member.
Chaperoning patients if necessary.
Ensuring consultation rooms have adequate supplies, e.g. Couch rolls, x-ray forms etc.
Dip testing of urine samples (training will be given).
When first to arrive in the morning, open up the premises and make all the necessary preparations to receive patients.
When last to leave at the end of the day, ensure that all internal lights and all office equipment is turned off and ensure the building is secure.
To provide reception cover for colleagues absent from work due to sickness or annual leave, sometimes at short notice.
Ensuring adequate stock of stationery and other supplies are maintained within the practice.
Keeping the reception area tidy and free from clutter.
Undertake training as requested to support safe and effective services for the practice.
Carry out any other duties as may reasonably be requested by the GPs or Practice Manager.
Provision of refreshments for staff and visitors as required.
Person Specification
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of administrative duties
- Experience of working in a health care setting
Knowledge
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 procedures
- 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
- Disclosure Barring Service (DBS) check
Desirable
- EMIS computer user skills
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- AMSPAR Receptionists Qualification
- NVQ Level 2 in Health and Social Care
Person Specification
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of administrative duties
- Experience of working in a health care setting
Knowledge
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 procedures
- 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
- Disclosure Barring Service (DBS) check
Desirable
- EMIS computer user skills
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- AMSPAR Receptionists Qualification
- 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.
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).