Job summary
We have a vacancy for an Administrator/Receptionist to join our established team. We are a small GP practice service local village communities, striving to provide a high standard of care and services within a purpose-built surgery.
The job is for 30 hour/week, worked over 5 days. However, a willingness to be flexible with working days/hours will be required in order to provide cover during periods of leave, and to enable the Practice to meet the changing requirements of the NHS. The post offers access to the NHS or NEST pension schemes.
The Admin Co-ordinator oversees the induction period and remains available for ongoing mentoring and support. Induction and training are intended to meet the needs of the individual, but will be a combination of internal, on-line and external learning opportunities.
All members of the Admin Team are first trained in the receptionist role but are expected to extend their knowledge and skills to take on administrative responsibilities. These extended duties can include: data input, reporting, claims management, clinical coding, scanning and secretarial roles - these will be decided based on the previous experience and abilities of the individual.
Main duties of the job
This job would suit somebody with previous experience of working in a customer-facing role, preferably in a healthcare setting, but this is not essential. We would like to hear from you if you have experience in other settings and can bring relevant, transferable skills to this role.
An overview of the main responsibilities of this role:
- 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
- Opening up / locking up of Practice premises, maintaining security in accordance with Practice protocols
- Making, changing and cancelling appointments for patients
- Ensuring patients are put in contact with the correct person to help them with their needs
- Managing incoming "mail" in all formats
- Computer data entry, processing and recording information in accordance with Practice protocols
- Working in line with Practice protocols to ensure patient confidentiality is respected and maintained at all times
- Providing clerical assistance to clinical colleagues, this may include contacting patients and external agencies, eg hospital secretaries
About us
The Admin team work closely with each other and with other clinical and non-clinical colleagues in the Practice. Our aim is to support and encourage our staff to achieve their potential and to look forward to coming to work each day.
As part of a rural community we are able to develop a close relationship and knowledge of our patients, especially those with more extensive needs who may be regular visitors to the surgery. This is important to us all and maintaining and improving our patient services is the key driver for the whole practice team.
In summary, we are looking for a new colleague who becomes a friend - considerate, supportive, reliable and with a good sense of humour. If this is you, then we look forward to hearing from you.
Job description
Job responsibilities
- 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
- To share responsibility for data input, monitoring and data quality in support of other members of the team
- To assist with ongoing updates, problem-solving and upgrades relating to the IT systems in the Practice, through liaison with the IT support services and senior Practice staff
- 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 healthcare team, secondary care and other associated health and social care agencies
Duties and Responsibilities
This role will include the following duties and responsibilities as part of the Admin team. Individuals in the team will, over time, develop specialist skills and knowledge in specific areas and their job role will evolve to reflect this.
- Opening up / locking up surgery premises and maintaining security in accordance with Practice protocols
- Maintaining and monitoring the appointments system
- Processing requests for appointments, visits and other services, and ensuring callers are directed to the appropriate healthcare professional
- Managing incoming mail - in all formats
- Accurately and efficiently handling messages etc
- Computer data entry, allocation and collation; processing and recording information in accordance with Practice procedures
- Supporting call and recall programmes for patients requiring ongoing follow-up of their medical conditions; working from computer searches and entering data as appropriate
Job description
Job responsibilities
- 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
- To share responsibility for data input, monitoring and data quality in support of other members of the team
- To assist with ongoing updates, problem-solving and upgrades relating to the IT systems in the Practice, through liaison with the IT support services and senior Practice staff
- 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 healthcare team, secondary care and other associated health and social care agencies
Duties and Responsibilities
This role will include the following duties and responsibilities as part of the Admin team. Individuals in the team will, over time, develop specialist skills and knowledge in specific areas and their job role will evolve to reflect this.
- Opening up / locking up surgery premises and maintaining security in accordance with Practice protocols
- Maintaining and monitoring the appointments system
- Processing requests for appointments, visits and other services, and ensuring callers are directed to the appropriate healthcare professional
- Managing incoming mail - in all formats
- Accurately and efficiently handling messages etc
- Computer data entry, allocation and collation; processing and recording information in accordance with Practice procedures
- Supporting call and recall programmes for patients requiring ongoing follow-up of their medical conditions; working from computer searches and entering data as appropriate
Person Specification
Experience
Essential
- Customer care experience in a relevant environment
Desirable
- Experience of working in general practice or similar healthcare environment
- Experience of working independently in an unsupervised environment
- Previous experience or qualifications related to data input / quality control / data retrieval and reporting
Personal qualities and communication skills
Essential
- Ability to build and maintain positive relationships with patients and colleagues
- Able to communicate clearly and precisely (oral and written) and where there may be barriers to understanding
- Demonstrate motivation, reliability and commitment to team working
- Flexible and responsive attitude to change
- Demonstrate that the opinions of others are listened to and valued
- Considerate, compassionate, able to listen
- Tolerant and calm under pressure
Desirable
- Able to prioritise appropriately
- Organised and methodical
- Able to deal with occasional exposure to distressing circumstances or emotional events
- Able to cope with occasional exposure to aggressive and / or confrontational behaviour
- Sense of humour
Qualifications
Essential
- GCSE or equivalent, A to C in English Language and/or Literature
Desirable
- GCSE, NVQ2 or equivalent qualification in computer usage
Person Specification
Experience
Essential
- Customer care experience in a relevant environment
Desirable
- Experience of working in general practice or similar healthcare environment
- Experience of working independently in an unsupervised environment
- Previous experience or qualifications related to data input / quality control / data retrieval and reporting
Personal qualities and communication skills
Essential
- Ability to build and maintain positive relationships with patients and colleagues
- Able to communicate clearly and precisely (oral and written) and where there may be barriers to understanding
- Demonstrate motivation, reliability and commitment to team working
- Flexible and responsive attitude to change
- Demonstrate that the opinions of others are listened to and valued
- Considerate, compassionate, able to listen
- Tolerant and calm under pressure
Desirable
- Able to prioritise appropriately
- Organised and methodical
- Able to deal with occasional exposure to distressing circumstances or emotional events
- Able to cope with occasional exposure to aggressive and / or confrontational behaviour
- Sense of humour
Qualifications
Essential
- GCSE or equivalent, A to C in English Language and/or Literature
Desirable
- GCSE, NVQ2 or equivalent qualification in computer usage