receptionist/ Administrator

Job description

Job responsibilities

Job Summary

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

f. Read code data on Emis

g. Photocopy documentation as required

h. Data entry of new and temporary registrations and relevant patient information as required

i. Input data into the patients healthcare records as necessary

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

k. Manage all queries as necessary in an efficient manner

l. Carry out system searches as requested

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

n. Monitor and maintain the reception area and notice boards

o. 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. Support administrative staff, providing cover during staff absences

c. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

d. Complete opening and closing procedures in accordance with the duty rota

e. As required support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

f. Ordering and monitoring of stationery supplies

g. Making sure that blood test results, documents and prescription requests reach the clinicians at the appropriate time

This document is not exhaustive and it may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual.All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice

Person Specification

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• 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

Desirable

• Ability to use Emis system

Personal Qualities

Essential

• 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
• Flexibility
• Disclosure Barring Service (DBS) check

Experience

Essential

• Experience of working with the general public
• Experience in customer service

Desirable

• Experience of working in primary care
• Experience of working in a GP practice
• Experience of administrative duties

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social 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.

Employer details

Employer name

Park End Surgery

Address

3 Park End

Hampstead

London

NW3 2SE

Employer's website

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