Admin Assistant/Receptionist

Helmsley Medical Centre

Job summary

This role is split into Administrative Assistant and Receptionist. The role can be full-time, or we can be flexible with what hours the candidate is looking for. The candidate would be prominently based in our Helmsley Surgery but may occasionally need to provide cover in our Terrington Surgery.

Such duties will include, but aren't limited to:

Arrange patients appointments for general surgeries and specialist clinics

Keep noticeboards tidy and appropriate

Use of clinical system

Issue of prescriptions

Registration of patients

Running the appointment system

Maintain adequate stationery stocks in Reception and in all clinical rooms

Order stationery from Health Authority as required

Pull and file notes as required by GPs and other staff

Complete pathology & X-ray request forms at the request of clinical staff and Manager

Give out routine test results to patients

Maintain patient confidentiality at all times

Main duties of the job

Demonstrable experience of managing a team/function

Experience of managing an administrative and/or reception team

Good working knowledge of an IT based clinical system

Able to design staff rotas to adequately cover a function

Good general level of education including GCSE grade C or above (or equivalent) for English

Knowledge of medical terminology

Able to prioritise work

Excellent communication skills

Comfortable with day to day use of computers/IT systems

Able to accurately input information into the computers

Comfortable using Microsoft Office

A great people person and team player

Friendly but professional interaction with Patients

Organised and thorough approach to work

Able to work on own initiative, yet recognise the need for supervision or to seek advice

Can maintain patient/practice confidentiality

Able to work flexible hours to suit needs of surgery

About us

South Hambleton and Ryedale Primary Care Network (SHaRPCN) stretches across 7 GP practices in North Yorkshire. Our successful PCN was a finalist for the PCN of the year award and, in addition to this, 5 of our 7 practices recently topped the latest patient survey poll for our CCG, with patient satisfaction scores reaching as high as 98%. We enjoy established strong working relationships between us.

We positively encourage applications from all areas of the community, regardless of gender, race, faith, disability, age or sexual orientation.

Job description

Job responsibilities

Present a welcoming atmosphere for all incomers to the practice

Receive and direct all visitors to the practice

Provide patients with information on opening hours, clinic hours and notice/waiting periods for prescriptions, test results etc.

Implementing Practice protocols

Take and relay messages

Arrange patients appointments for general surgeries and specialist clinics

Complete forms and other documents in line with administrative protocols

Open and distribute post

General filing

Ensure adequate heating and light in waiting room

Check cleanliness before and after surgery sessions

Remove dangerous, small or fabric toys

Remove old magazines & newspapers

Maintain patient information

Maintain supply of leaflets

Keep noticeboards tidy and appropriate

Use of clinical system

Issue of prescriptions

Registration of patients

Data entry

Running the appointment system

Use of PCs

Email communication

Internet access

Maintain adequate stationery stocks in Reception and in all clinical rooms

Order stationery from Health Authority as required including FP10s as directed by the Senior Receptionist

File clinical correspondence

Pull and file notes as required by GPs and other clinical and non-clinical staff

Repair and replace untidy Lloyd George packets

Book ambulance transport for patients needing to travel to hospital for in- and out-patient care

Complete pathology & X-ray request forms at the request of clinical staff and Clinical Manager

Electronic posting of test results through computer link

Give out routine test results to patients

Maintain patient confidentiality at all times

Person Specification

Qualifications

Essential

• Demonstrable experience of managing a team/function
• Experience of implementing and overseeing financial protocols
• Experience of performance management
• Good general level of education including GCSE grade C or above (or equivalent) for English
• Able to delegate and oversee completion of tasks
• Able to prioritise work
• Good appreciation of support role
• Excellent communication skills
• Able to design, and implement protocols
• Comfortable with day to day use of computers/IT systems
• Able to accurately input information into the computers
• Able to learn quickly
• A great people person and team player
• Friendly but professional interaction with Patients
• Organised and thorough approach to work
• Able to work under pressure and multi-task
• Able to work on own initiative, yet recognise the need for supervision or to seek advice
• Can maintain patient/practice confidentiality
• Works well within the greater team environment
• Willing to undertake further training to suit changing needs of surgery
• Able to work flexible hours to suit needs of surgery (between the hours of 8.00am 6.30pm, Monday to Friday)

Desirable

• Experience of working within a GP Surgery
• Experience of managing an administrative and/or reception team
• Good working knowledge of an IT based clinical system
• Able to design staff rotas to adequately cover a function
• Knowledge of medical terminology
• Comfortable using Microsoft Word, Excel, Outlook and the internet
• Working knowledge of using a medical records system (System1, Emis etc)

Employer details

Employer name

Helmsley Medical Centre

Address

Carlton Road

Helmsley

York

YO62 5HD

Employer's website

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