Thomas Walker Westgate Healthcare

Receptionist Administrator

Information:

This job is now closed

Job summary

Thomas Walker Westgate Healthcare is a new GP Surgery working across two sites in central Peterborough. 

We are looking for people to join our Reception and Administration team to support patient requests for information, services and clinical support Mondays to Fridays full time (9am-5pm). 

The role involves front of house duties, telephone call handling (inbound and outbound) as well as reception duties. We are open from 8am to 6.30pm Monday to Friday and we require people who can work 9am to 5pm to support the services and opening hours of the Practice. This is a busy front of house role and involves meeting and dealing with requests from patients either face to face, by telephone or by email. A background in a customer services role would be an advantage. 

Main duties of the job

This is a multi-faceted role covering all areas of Reception and Administration duties

  • Greeting patients on the front desk, dealing with queries and requests
  • Booking, reviewing and cancelling appointments as required
  • Organising clinics for patients, including dealing with on-line requests and responding to letters
  • Answering telephone requests, supporting the booking of appointments via telephone, SMS and e-mail
  • Supporting the practice to complete administrative tasks within the clinical system and contacting patients where requested to do so
  • Ensuring health & safety and infection control policies are adhered to, completing regular audits of processes

About us

Thomas Walker Westgate Healthcare support 26,500 patients in the centre of Peterborough with all of their Healthcare needs.

We have 10 GPs, a paramedic, a physician associate, 2 Nurse Practitioners and a team of Nurses and other clinical staff who deliver excellent services to our patients. Our Administration team includes a Manager, an Operations Lead, 5 Senior Clerks and 20+ members of the administration and Secretarial teams, so you will be joining an established and growing team. We operate across two sites, one within Queensgate shopping centre and one in Princes Street close to the Kings School. We are proud of our reputation as a good provider of services to patients.

As a new Practice we are at the start of an exciting journey to excellence and are looking for people who wish to help us to achieve our ambition of providing excellent healthcare services for our patients. 

Details

Date posted

25 April 2022

Pay scheme

Other

Salary

£9.50 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A5113-22-3820

Job locations

Princes Street

Peterborough

PE1 2QP


Princes Street

Peterborough

PE1 2QP


Thomas Walker Westgate

Queensgate Shopping Centre

Peterborough

PE11NE


Job description

Job responsibilities

Job Responsibilities:

To support the efficient operation of the Practice in delivering health care support to patients. This is a multi-faceted and interesting role which includes all aspects of Front of house reception duties, administration tasks related to patient care and supporting the completion of patient prescriptions.

Reception & telephone booking services duties may include;

- General telephonist duties

- Booking appointments for all clinical and/or non-clinical staff

- Explaining general procedures, making other appointments and dealing with general queries

- Giving results over phone/passing urgent results to a doctor

- Taking and relaying messages by means of computer for District Nurses, Health Visitors and Midwives and other health authorities

- Ensuring reception area and waiting room are tidy

- Ensuring sufficient forms and documents are available in Reception

- Checking doctors’ rooms

- Opening and closing doors at the beginning, and end of day

- The performance of any other reasonable duties requested by the Doctors, Practice Manager or Reception Team Leader.

- Work safely at all times in accordance with practice policy

- Receiving and routing patients for appointments on arrival

Administrative and prescription tasks include;

- Dealing appropriately with tasks and notifications to and from doctors, midwives, health visitors and district nurses and other health authorities

- Dealing with personal tasks assigned to you within agreed service levels

- Giving prescriptions to patients, checking status; Printing off list of medications for hospital purposes

- Printing summaries for patient home visits

- Changing patients’ addresses on the clinical system (SystmOne) printing off labels, putting them on paper notes, photocopying relevant documents, updating system and paper notes.

- New patients’ registration – checking forms, printing forms etc.

- Taking fees from patients, entering in day book and issuing receipts.

- Distributing patient information sheets, prescriptions, questionnaires etc.

- Distributing doctors questionnaires as required

- Scanning documents and coding accurately as required

Job description

Job responsibilities

Job Responsibilities:

To support the efficient operation of the Practice in delivering health care support to patients. This is a multi-faceted and interesting role which includes all aspects of Front of house reception duties, administration tasks related to patient care and supporting the completion of patient prescriptions.

Reception & telephone booking services duties may include;

- General telephonist duties

- Booking appointments for all clinical and/or non-clinical staff

- Explaining general procedures, making other appointments and dealing with general queries

- Giving results over phone/passing urgent results to a doctor

- Taking and relaying messages by means of computer for District Nurses, Health Visitors and Midwives and other health authorities

- Ensuring reception area and waiting room are tidy

- Ensuring sufficient forms and documents are available in Reception

- Checking doctors’ rooms

- Opening and closing doors at the beginning, and end of day

- The performance of any other reasonable duties requested by the Doctors, Practice Manager or Reception Team Leader.

- Work safely at all times in accordance with practice policy

- Receiving and routing patients for appointments on arrival

Administrative and prescription tasks include;

- Dealing appropriately with tasks and notifications to and from doctors, midwives, health visitors and district nurses and other health authorities

- Dealing with personal tasks assigned to you within agreed service levels

- Giving prescriptions to patients, checking status; Printing off list of medications for hospital purposes

- Printing summaries for patient home visits

- Changing patients’ addresses on the clinical system (SystmOne) printing off labels, putting them on paper notes, photocopying relevant documents, updating system and paper notes.

- New patients’ registration – checking forms, printing forms etc.

- Taking fees from patients, entering in day book and issuing receipts.

- Distributing patient information sheets, prescriptions, questionnaires etc.

- Distributing doctors questionnaires as required

- Scanning documents and coding accurately as required

Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths.
  • Good Communicator with experience of dealing with the general public either by telephone or face to face.
  • Experience in using various computer systems to manage administrative tasks and multi-tasking to achieve deadlines and work related targets.
  • Attention to detail and a desire to provide high quality.
  • Confident and motivated to achieve excellence.
  • Ability to deal with sensitive issues and a clear understanding of confidentiality
  • Experience in working as part of a wider team.
  • A flexible approach to working within a large team.

Desirable

  • SystmOne clinical system experience is highly desirable however full training will be given.
  • Use of Microsoft office Word, Excel and Outlook (email).
  • Understanding of the working of the NHS and general practice.
  • Quick learner who is happy to work without direct supervision at times.
Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths.
  • Good Communicator with experience of dealing with the general public either by telephone or face to face.
  • Experience in using various computer systems to manage administrative tasks and multi-tasking to achieve deadlines and work related targets.
  • Attention to detail and a desire to provide high quality.
  • Confident and motivated to achieve excellence.
  • Ability to deal with sensitive issues and a clear understanding of confidentiality
  • Experience in working as part of a wider team.
  • A flexible approach to working within a large team.

Desirable

  • SystmOne clinical system experience is highly desirable however full training will be given.
  • Use of Microsoft office Word, Excel and Outlook (email).
  • Understanding of the working of the NHS and general practice.
  • Quick learner who is happy to work without direct supervision at times.

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

Thomas Walker Westgate Healthcare

Address

Princes Street

Peterborough

PE1 2QP


Employer's website

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

Employer details

Employer name

Thomas Walker Westgate Healthcare

Address

Princes Street

Peterborough

PE1 2QP


Employer's website

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

Employer contact details

For questions about the job, contact:

Manager

Francis Mulhern

francis.mulhern@nhs.net

01733556279

Details

Date posted

25 April 2022

Pay scheme

Other

Salary

£9.50 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A5113-22-3820

Job locations

Princes Street

Peterborough

PE1 2QP


Princes Street

Peterborough

PE1 2QP


Thomas Walker Westgate

Queensgate Shopping Centre

Peterborough

PE11NE


Privacy notice

Thomas Walker Westgate Healthcare's privacy notice (opens in a new tab)