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Receptionist

West End Clinic

The closing date is 02 May 2025

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Job summary

Join Our Dynamic Team at West End Clinic

Are you passionate about making a difference in the community and looking for a rewarding career in healthcare? At West End Clinic, we offer an exciting opportunity to be part of a dedicated team committed to providing exceptional patient care. Nestled in the heart of Rossington, our practice is renowned for its supportive environment, innovative approach, and commitment to professional development

  • Collaborative Environment:Work alongside a team of experienced professionals who value collaboration and teamwork. Our practice fosters a culture of mutual respect and continuous learning, ensuring you feel supported every step of the way.
  • Professional Growth:We are committed to your career development, offering access to ongoing training, mentorship, and opportunities to specialise in areas of interest. Your growth is our priority.
  • Work-Life Balance:Enjoy a fulfilling career while maintaining a healthy work-life balance, working Monday to Friday
  • Role Overview:

We are seeking a friendly and organised Receptionist to join our team at [Your Practice Name]. As the first point of contact for our patients, you will play a crucial role in ensuring the smooth operation of our practice. Your responsibilities will include managing appointments, handling prescriptions, processing patient registrations, and more. If you are a proactive individual with excellent communication skills, we would love to hear from you

Main duties of the job

  • Appointment Management:Efficiently book, reschedule, and cancel patient appointments, ensuring optimal use of the practice's schedule.
  • Prescription Handling:Process repeat prescription requests and liaise with healthcare professionals to ensure timely fulfilment.
  • Patient Registrations:Assist new patients with the registration process, ensuring all necessary documentation is completed accurately.
  • Subject Access Requests (SARS):Manage and process SARS in compliance with data protection regulations.
  • Appointment Rotas:Assist in the preparation and management of appointment rotas for clinical staff.
  • Task Management:Handle various administrative tasks, including filing, scanning, and data entry, to support the practice's operations.
  • Email Correspondence:Monitor and respond to emails promptly, ensuring effective communication with patients and staff.
  • General Enquiries:Address patient queries and concerns with professionalism and empathy, providing accurate information and guidance.

Qualifications and Skills:

  • Previous experience in a receptionist or administrative role, preferably within a healthcare setting.
  • Strong organisational skills and attention to detail.
  • Excellent communication and interpersonal skills.
  • Proficiency in using computer systems and software, including Microsoft Office and practice management systems.
  • Ability to work independently and as part of a team in a fast-paced environment

About us

Practice Overview: West End Clinic

Welcome to West End Clinic, a thriving GP surgery serving a diverse community of approximately 4,800 patients. Our practice is renowned for its friendly culture and commitment to providing high-quality healthcare services. We take pride in our "Good" rating from the Care Quality Commission (CQC), reflecting our dedication to maintaining excellent standards of care and patient safety.

Our Team:

At the heart of our practice is a supportive and dynamic team of healthcare professionals. We believe in fostering a collaborative environment where each team member's skills and expertise are valued. Our multidisciplinary team approach ensures that we can meet the varied needs of our patients effectively.

Development Opportunities:

We are committed to the professional growth and development of our staff. Our practice offers numerous opportunities for training and skill enhancement, enabling our team members to expand their expertise and pursue areas of interest. Whether you are looking to develop new skills or advance your career.

Membership in South PCN:

As an active member of the South Primary Care Network (PCN), we collaborate closely with neighbouring practices to enhance patient care and streamline services. Our involvement in the PCN allows us to share resources, expertise, and best practices, ultimately benefiting our patients and the wider community.

Date posted

24 April 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A3864-25-0001

Job locations

West End Clinic

West End Lane

New Rossington

Doncaster

South Yorkshire

DN11 0PQ


Job description

Job responsibilities

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information 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.

Primary Responsibilities

The following are the core responsibilities of the receptionist. 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. Understanding and using the practice appointment system effectively

b. Processing telephone queries and booking appointments adhering to KPIs

c. Booking appointments to the remote access/ care navigation appointments as first line

d. Booking appointments using the practice clinical competency framework lists

e. Booking appointments using resources effectively

f. Process GP online requests daily

g. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.

h. Initiating contact with and responding to, requests from patients, team members and external agencies

i. Input data into the patients healthcare records as necessary leaving a note in records for colleagues to follow.

j. Process procedures for the management of DNA

k. Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the secretarial team

l. Open the internal post from the blue bag, and external post, date stamp and pass to the correct team to deal with the correspondence.

m. Maintain a clean, tidy, effective working area at all times.

n. Monitor and maintain the reception area and notice boards, keeping all communications up to date.

o. Support all clinical staff with general tasks as requested.

p. Ensure the correct process for patient RIP are followed.

q. Ensure practice policies are kept up to date and always adhered to.

r. Complete opening and closing procedures of the practice.

s. Action the practice email accounts daily.

t. Follow up on tasks on the clinical system daily.

u. Report to management inappropriate tasks, emails, behaviour to enable improvement strategies.

v. Ensure compliance with all NHS contracts, CQC standards and PCN initiatives.

w. Process repeats prescriptions, book medication review if required

x. Ensure rotas are managed for adequate staffing

y. Register new patients and deduct patients following the boundary criteria

Secondary Responsibilities

In addition to the primary responsibilities, the medical administrator may be requested to:

a. Partake in audit as directed by the Practice Manager

b. Partake in improvement initiatives.

c. Ensure mandatory training is kept up to date

d. Ensure attendance at the target sessions

Job description

Job responsibilities

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information 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.

Primary Responsibilities

The following are the core responsibilities of the receptionist. 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. Understanding and using the practice appointment system effectively

b. Processing telephone queries and booking appointments adhering to KPIs

c. Booking appointments to the remote access/ care navigation appointments as first line

d. Booking appointments using the practice clinical competency framework lists

e. Booking appointments using resources effectively

f. Process GP online requests daily

g. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.

h. Initiating contact with and responding to, requests from patients, team members and external agencies

i. Input data into the patients healthcare records as necessary leaving a note in records for colleagues to follow.

j. Process procedures for the management of DNA

k. Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the secretarial team

l. Open the internal post from the blue bag, and external post, date stamp and pass to the correct team to deal with the correspondence.

m. Maintain a clean, tidy, effective working area at all times.

n. Monitor and maintain the reception area and notice boards, keeping all communications up to date.

o. Support all clinical staff with general tasks as requested.

p. Ensure the correct process for patient RIP are followed.

q. Ensure practice policies are kept up to date and always adhered to.

r. Complete opening and closing procedures of the practice.

s. Action the practice email accounts daily.

t. Follow up on tasks on the clinical system daily.

u. Report to management inappropriate tasks, emails, behaviour to enable improvement strategies.

v. Ensure compliance with all NHS contracts, CQC standards and PCN initiatives.

w. Process repeats prescriptions, book medication review if required

x. Ensure rotas are managed for adequate staffing

y. Register new patients and deduct patients following the boundary criteria

Secondary Responsibilities

In addition to the primary responsibilities, the medical administrator may be requested to:

a. Partake in audit as directed by the Practice Manager

b. Partake in improvement initiatives.

c. Ensure mandatory training is kept up to date

d. Ensure attendance at the target sessions

Person Specification

Qualifications

Desirable

  • QualificationsEssentialDesirable
  • Educated to GCSE level or equivalent- Desirable
  • GCSE Mathematics & English (C or above)- Desirable
  • AMSPAR Receptionists Qualification- Desirable
  • NVQ Level 2 in Health and Social Care- Desirable

Experience

Essential

  • Experience
  • Experience of working with the general public
  • Experience of administrative duties
  • Experience of working in a health care setting
  • Skills
  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Systmone TPP
  • 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
  • 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
  • Other requirements
  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check if lone working
Person Specification

Qualifications

Desirable

  • QualificationsEssentialDesirable
  • Educated to GCSE level or equivalent- Desirable
  • GCSE Mathematics & English (C or above)- Desirable
  • AMSPAR Receptionists Qualification- Desirable
  • NVQ Level 2 in Health and Social Care- Desirable

Experience

Essential

  • Experience
  • Experience of working with the general public
  • Experience of administrative duties
  • Experience of working in a health care setting
  • Skills
  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Systmone TPP
  • 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
  • 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
  • Other requirements
  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check if lone working

Employer details

Employer name

West End Clinic

Address

West End Clinic

West End Lane

New Rossington

Doncaster

South Yorkshire

DN11 0PQ


Employer's website

http://westendclinic.org/ (Opens in a new tab)

Employer details

Employer name

West End Clinic

Address

West End Clinic

West End Lane

New Rossington

Doncaster

South Yorkshire

DN11 0PQ


Employer's website

http://westendclinic.org/ (Opens in a new tab)

For questions about the job, contact:

Manager

Susan Simpson

s.simpson40@nhs.net

01302865865

Date posted

24 April 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A3864-25-0001

Job locations

West End Clinic

West End Lane

New Rossington

Doncaster

South Yorkshire

DN11 0PQ


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