Job responsibilities
Swanscombe & Bean
Partnership
Receptionist / Administrator job
description & person specification
Job Title
Receptionist/Administrator
Line ManagerReception/Administration Managers
Accountable toPractice
Manager
Hours per week
Full or
part time
Job Summary
To be responsible for
undertaking a wide range of reception and administrative duties and the
provision of general support to the multidisciplinary team. Duties can
include but are not limited to, greeting and directing patients, patient
registration, booking appointments, processing of information (electronic and
hard copy) and assisting patients as required. To act as the central point of
contact for patients, the distribution of information, messages and enquiries
for the clinical team, liaising with multidisciplinary team members and
external agencies such as secondary care and community service
providers.
Collaborative Working
All
staff are to recognise the significance of collaborative working. Teamwork is
essential in multidisciplinary environments. Effective communication is
essential and all staff must ensure they communicate in a manner which
enables the sharing of information in an appropriate manner.
Professional Conduct
At
Swanscombe & Bean Partnership staff are required to dress appropriately
for their role.
Primary Responsibilities
The
following are the core responsibilities of the receptionist/administrator. There
may be on occasion, a requirement to carry out other tasks; this will be
dependent upon factors such as workload and staffing levels:
a.
Maintaining and monitoring the practice appointment
system
b.
Process personal, telephone and e-requests for
appointments
c.
Answer incoming phone calls, transferring calls or
dealing with the callers request appropriately
d.
Signpost patients to the correct service
e.
Process incoming and outgoing mail
f.
Initiating contact with and responding to, requests
from patients, team members and external agencies
g.
Process referrals to external agencies such as
secondary care using the electronic referral system (ERS)
h.
Process calling letters are requested
i.
Action GP2GP tasks
j.
Read code data on Vision
k.
Photocopy documentation as required
l.
File and store records as required
m.
Data entry of new and temporary registrations and
relevant patient information as required
n.
Input data into the patients healthcare records as
necessary
o.
Scanning of patient related documentation and attaching
scanned documents to patients healthcare records
p.
Process requests for information i.e. SAR, insurance /
solicitors letters and DVLA forms to the administrative team
q.
Manage all queries (including administrative queries)
as necessary in an efficient manner
r.
Carry out system searches as requested
s.
Maintain a clean, tidy, effective working area at all
times
t.
Monitor and maintain the reception area and notice
boards
u.
Support all clinical staff with general tasks as
requested
Secondary Responsibilities
In
addition to the primary responsibilities, the medical administrator may be
requested to:
a.
Partake in audit as directed by the audit lead
b.
Produce meeting agendas and record the minutes of
meetings
c.
Support administrative and reception staff, providing
cover during staff absences
d.
Complete opening and closing procedures in accordance
with the duty rota
e.
As required support the Prescription Clerk in the
management of repeat prescriptions, ensuring they are processed accurately
and efficiently
The person specification for this role is
detailed below.
Person
Specification Receptionist / Administrator
Experience of working with the general
public
Experience of administrative / receptionist
duties
Experience of working in a health care
setting
Excellent communication skills (written and
oral)
Strong IT skills
Clear, polite telephone manner
Competent in the use of Office and Outlook
EMIS user skills
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 procedure
Personal Qualities
Essential
Desirable
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
