Job summary
We are a very busy two site GP surgery. We are looking to recruit a Receptionist/ Administrator for 33 hours per week on a 12 month, fixed-term contract,covering a maternity leave, with the view of the successful applicant becoming a permanent member of the team on a part time basis, following the 12 month period. The hours will be based across both of our sites over 4 days on a rota basis.
We are looking for an enthusiastic person, keen to work as part of a team within an NHS environment.
You should enjoy working in a busy and challenging environment and have good customer service and computer skills. Knowledge of SystmOne and working in a healthcare setting is desirable but not essential.
The ideal person should be confident and dynamic to greet patients and answer telephones in a professional and courteous manner, direct calls, take messages, and provide a first class service to patients of the Practice.
Please see the job description and person specification for more details.
Main duties of the job
The successful applicant will need to have an outgoing and enthusiastic personality, flexibility to meet the needs of the organisation, be IT literate and have a desire to grow and succeed within the organisational structure.
A background in a related reception/administrative role would be useful but is not essential, but a desire to learn is a must. Training will be provided to the right candidate.
The candidate should be flexible in their work ethic to cover both sites on a rota basis from 8am to 6pm and be flexible to cover staff sickness and annual leave, sometimes at short notice.
About us
We are a friendly, enthusiastic, well organised practice, committed to offering quality care while achieving high QOF targets. We are a 4 partner, long established Training Practice committed to high standards of clinical care.
We use the SystmOne clinical system.
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 Reception & Administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception Team Leaders/ Management team, dependent on current and evolving Practice workload and staffing levels:
- 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
- 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 members and associated healthcare agencies and providers
- Clearing and re-stocking consulting rooms as required
- Providing clerical assistance to Practice Staff as required from time to time, including data processing, filing, and photocopying
- Provision of refreshments for staff and visitors as required, keeping the kitchen area clean and tidy
- Keeping the reception area, noticeboards, and leaflet dispensers tidy and up to date and free from obstructions and clutter
- Scanning of Practice Mail
- Preparation of lab requests for Phlebotomy
- Assisting in the Recall processes
- Returning temporary resident/immediately necessary forms to HA after they have expired
- Processing and taking action on Patient Notes (PNs posted on clinical computer system)
- Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
- Processing and preparation of prescriptions for patients for signature and authorisation by GPs
- Dealing with queries relating to prescriptions
- General housekeeping
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 Reception & Administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception Team Leaders/ Management team, dependent on current and evolving Practice workload and staffing levels:
- 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
- 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 members and associated healthcare agencies and providers
- Clearing and re-stocking consulting rooms as required
- Providing clerical assistance to Practice Staff as required from time to time, including data processing, filing, and photocopying
- Provision of refreshments for staff and visitors as required, keeping the kitchen area clean and tidy
- Keeping the reception area, noticeboards, and leaflet dispensers tidy and up to date and free from obstructions and clutter
- Scanning of Practice Mail
- Preparation of lab requests for Phlebotomy
- Assisting in the Recall processes
- Returning temporary resident/immediately necessary forms to HA after they have expired
- Processing and taking action on Patient Notes (PNs posted on clinical computer system)
- Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
- Processing and preparation of prescriptions for patients for signature and authorisation by GPs
- Dealing with queries relating to prescriptions
- General housekeeping
Person Specification
Experience
Essential
- Excellent communication skills (Written and Oral)
- IT skills Clear
- Polite telephone manner
- Time Management and the ability to work to deadlines
- Problem solving skills
- Interpersonal skills
Desirable
- Experience working in a healthcare setting
Qualifications
Essential
- GCSE grade A to C or equivalent in English and Maths
- Experience of working with the general public
- A good standard of Education
- Literacy and Numeracy Skills
Desirable
- Experience of reception/ administration work
- Experience of working within General Practice
- AMSPAR Receptionist certificate
- NVQII in Customer Care
Person Specification
Experience
Essential
- Excellent communication skills (Written and Oral)
- IT skills Clear
- Polite telephone manner
- Time Management and the ability to work to deadlines
- Problem solving skills
- Interpersonal skills
Desirable
- Experience working in a healthcare setting
Qualifications
Essential
- GCSE grade A to C or equivalent in English and Maths
- Experience of working with the general public
- A good standard of Education
- Literacy and Numeracy Skills
Desirable
- Experience of reception/ administration work
- Experience of working within General Practice
- AMSPAR Receptionist certificate
- NVQII in Customer 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.