Receptionist / Administration Assistant

Job description

Job responsibilities

The following are the core responsibilities of the Receptionist / Administration Assistant. 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.Process incoming and outgoing mail

b.File and store records as required

c.Process changes to patient registration, deduction of record and new patient registration

d.Input data into the patients healthcare records as necessary

e.Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately

f.Welcome patients and visitors to the organisation, directing requests appropriately

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

h.Maintain and monitor the practice appointment system

i.Process personal, telephone and e-requests for appointments

j.Signpost patients to the correct service

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

l.Code data on the clinical IT system

m.Scan patient related documentation and attach scanned documents to patients healthcare records

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

o.Input data into patients healthcare records as necessary

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

q.Manage all 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

In addition to the primary responsibilities, the Receptionist / Administration Assistant may be requested to:

a.Partake in audit as directed by the audit lead

b.Support administrative staff, providing cover during staff absences

c.Action incoming emails and correspondence as necessary

d.To support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

e.Order and monitor stationery supplies

f.Produce, maintain and participate in the receptionist rota for lunch and out of hours cover

g.Deputise and support during periods of absence

h.Support in producing and maintaining the duty rota

i.Support the Practice Manager with all Patient Participation Group related matters

j.Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room

Person Specification

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE grade A to C in English and Maths
• AMSPAR Receptionist Qualification
• Qualified to NVQ level 2 in Health and Social Care

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of administrative duties
• Experience of working in a healthcare setting
• Experience of dealing with vulnerable patients

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of MS Office applications
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Clinical IT system user skills

Personable 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

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

Bankfield Surgery

Address

Bankfield Surgery

Huddersfield Road

Elland

West Yorkshire

HX5 0EE

Employer's website

http://www.bankfieldsurgery.org.uk/ (Opens in a new tab)