Job summary
We are looking for a part time Receptionist/Administrator to join our team. The successful applicant will help deliver admin and
reception services in order to support high standards of patient care.
Excellent interpersonal and communication skills are essential to the role, as
are good Administration and IT skills, along with a good work ethic. The
practice is forward thinking, so would welcome anyone who is equally forward
thinking and willing to share ideas. Ideally we would prefer someone who has GP
experience or experience of working in a medical environment, but we would still
welcome applications from someone who has no experience, but is willing and
quick to learn.
This is a 20 hours position and will be during our opening
hours 08:30am-20:00pm Monday to Friday.
Main duties of the job
The successful candidate will have and be able to
demonstrate:
Good customer service skills. Previous NHS GP
Practice experience is desirable but not essential
Friendly and approachable manner
Experience of working in a team
Good telephone manner
Adept in using own initiative when working alone
Experience working in a busy environment
The ability to multitask and prioritise
effectively whilst staying calm under pressure
Has a good understanding of confidentiality
Flexibility in working pattern and duties
Ability to cope with and manage change
Computer literate. SystmOne familiarity is desirable but training
will be provided.
About us
Bute House Medical Centre is a
forward thinking and well respected teaching and training practice in the heart
of Luton, Bedfordshire, and cares for a diverse population of 8400 patients.
Our partners have strong links
with the local VTS, the CCG including representation on the local Prescribing
Committee, and with secondary care. Our team currently consists of 5 GP
Partners, 3 nurses, 1 HCA, 1 pharmacist, 1 Practice Manager, 9 admin and
receptionist team, a mental health link worker, a social prescribing navigator,
a MDT co-ordinator and a supportive admin and management team. We are part of
Hatters Health Network PCN. We are the lead practice for our PCN and also
provide education and training to PCN staff including clinical pharmacists,
pharmacy technicians, physician associates and health
& wellbeing coaches.
Job description
Job responsibilities
Job responsibilities
Administration
- To
have a thorough knowledge of all practice procedures
- To
work in accordance of written protocols
- Pulling/filing
notes for surgeries and updating as necessary
- Filing
post in medical records
- Fax
and photocopy as requested
Reception
- Receiving
patients, consulting with members of practice team
- Handing
completed repeat prescriptions to patient and checking names and address.
- Be
able to cover all reception position as necessary
Appointments
- Process
appointment requests for today/future appointments from patients by
telephone and in person.
- Deal
with visits/requests
Computer
- Process
patients changes of address computer data and medical records (have
knowledge of practice area)
- Process
repeat prescription requests in accordance with practice guidelines
Telephone
- Have
working knowledge of telephone system, during and after hours
Other Tasks
- Clear
rooms after surgeries
- Ensure
building security have thorough knowledge of doors/windows/alarm
- Any
other tasks allocated by managers
Confidentiality:
- In
the course of 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 and free from hazards
- Actively
reporting of 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.
Job description
Job responsibilities
Job responsibilities
Administration
- To
have a thorough knowledge of all practice procedures
- To
work in accordance of written protocols
- Pulling/filing
notes for surgeries and updating as necessary
- Filing
post in medical records
- Fax
and photocopy as requested
Reception
- Receiving
patients, consulting with members of practice team
- Handing
completed repeat prescriptions to patient and checking names and address.
- Be
able to cover all reception position as necessary
Appointments
- Process
appointment requests for today/future appointments from patients by
telephone and in person.
- Deal
with visits/requests
Computer
- Process
patients changes of address computer data and medical records (have
knowledge of practice area)
- Process
repeat prescription requests in accordance with practice guidelines
Telephone
- Have
working knowledge of telephone system, during and after hours
Other Tasks
- Clear
rooms after surgeries
- Ensure
building security have thorough knowledge of doors/windows/alarm
- Any
other tasks allocated by managers
Confidentiality:
- In
the course of 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 and free from hazards
- Actively
reporting of 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.
Person Specification
Qualifications
Essential
- A professional approach to patients, colleagues and anyone associated internally or externally to the practice. Accurate approach to routine tasks. Common sense approach with a non-judgemental attitude. Ability to use initiative. Ability to prioritise heavy workload. Ability to work in a pressurised environment on a daily basis. Reliable and punctual. Good interpersonal skills. Able to work as part of a team. Must be prepared to take instructions from manager and other work colleagues relative to the role in an acceptable manner and with respect. A professional approach and good interaction with work colleagues on a daily basis. Able to work independently. A flexible approach to work, therefore must be able to work flexible hours to help cover annual leave and sick absence. Must have good keyboard skills. Able to use computers efficiently, including Microsoft Windows packages . An understanding of the need for confidentiality within general practice. Respects the different cultures & beliefs of patients and colleagues. Willingness to quickly develop new skills and aptitudes. Commitment to undertaking training and own personal development. Must be able to drive and have access to transport.
Desirable
- Ideally the successful applicant would be educated to GCSE level in Maths and English or equivalent experience. Minimum of six months experience of face to face customer or patient services. Experience of dealing with the public by telephone. Excellent communication skills via telephone, face to face & with groups. Ability to enter and retrieve data quickly and efficiently. Experience of using computerised customer or patient records. To understand the principles of confidentiality in and out of the workplace. Understanding of the importance of equal opportunities & diversity issues. Understanding of primary care delivery in the NHS. Previous experience in a health care or similar environment. Motivation and Commitment to working in the NHS and patient care.
Experience
Essential
- The successful candidate will have and be able to demonstrate:
- Good customer service skills. Previous NHS GP Practice experience is desirable but not essential;
- Friendly and approachable manner;
- Experience of working in a team;
- Good telephone manner;
- Adept in using own initative when working alone;
- Experience working in a busy environment;
- The ability to multitask and prioritise effectively whilst staying calm under pressure;
- Has a good understanding of confidentiality;
- Flexibility in working pattern and duties;
- Ability to cope with and manage change;
- Computer literate. SystmOne familiarity is desirable but training will be provided.
Desirable
- Experience of working in primary care or customer service
Person Specification
Qualifications
Essential
- A professional approach to patients, colleagues and anyone associated internally or externally to the practice. Accurate approach to routine tasks. Common sense approach with a non-judgemental attitude. Ability to use initiative. Ability to prioritise heavy workload. Ability to work in a pressurised environment on a daily basis. Reliable and punctual. Good interpersonal skills. Able to work as part of a team. Must be prepared to take instructions from manager and other work colleagues relative to the role in an acceptable manner and with respect. A professional approach and good interaction with work colleagues on a daily basis. Able to work independently. A flexible approach to work, therefore must be able to work flexible hours to help cover annual leave and sick absence. Must have good keyboard skills. Able to use computers efficiently, including Microsoft Windows packages . An understanding of the need for confidentiality within general practice. Respects the different cultures & beliefs of patients and colleagues. Willingness to quickly develop new skills and aptitudes. Commitment to undertaking training and own personal development. Must be able to drive and have access to transport.
Desirable
- Ideally the successful applicant would be educated to GCSE level in Maths and English or equivalent experience. Minimum of six months experience of face to face customer or patient services. Experience of dealing with the public by telephone. Excellent communication skills via telephone, face to face & with groups. Ability to enter and retrieve data quickly and efficiently. Experience of using computerised customer or patient records. To understand the principles of confidentiality in and out of the workplace. Understanding of the importance of equal opportunities & diversity issues. Understanding of primary care delivery in the NHS. Previous experience in a health care or similar environment. Motivation and Commitment to working in the NHS and patient care.
Experience
Essential
- The successful candidate will have and be able to demonstrate:
- Good customer service skills. Previous NHS GP Practice experience is desirable but not essential;
- Friendly and approachable manner;
- Experience of working in a team;
- Good telephone manner;
- Adept in using own initative when working alone;
- Experience working in a busy environment;
- The ability to multitask and prioritise effectively whilst staying calm under pressure;
- Has a good understanding of confidentiality;
- Flexibility in working pattern and duties;
- Ability to cope with and manage change;
- Computer literate. SystmOne familiarity is desirable but training will be provided.
Desirable
- Experience of working in primary care or customer service
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.