Job summary
APPRENTICE REQUIRED
We are looking for a friendly and efficient Receptionist/Administrator Apprentice to join our
team.
You must enjoy working with people and have excellent communication skills so that you are
able to adjust your approach to handle different patients and situations. You will be expected
to create a welcoming environment and provide a professional and courteous reception
service to all our patients. Use of Microsoft Word, Excel and Outlook will be required. You
must be able and willing to follow instructions and learn new skills.
The successful candidate will have ongoing reviews to help identify areas where further support and training can be offered in achieving new skills. Commitment to completion of the apprenticeship is essential as well as willingness to take responsibility for own development. The successful applicant will also benefit from 4 weeks of paid annual leave plus bank holidays.
Main duties of the job
You will be based in reception and office environments, which would involve working in different roles. These would include dealing with patients, booking appointments, issuing of prescriptions, answering the telephone, handling and solving all patient queries, entering data accurately, registering new patients and other general reception and administrative duties. The position can be very demanding and fast moving at times so the ability to learn new skills quickly and easily and prioritize workload are essential skills. You must be computer literate, possess good communication skills. Verbal and written skills are a must. You must be required to attend Practice meetings and all training as provided by the Practice.
You must be flexible with regards to hour of work as cover for colleague’s annual leave and sickness will be required. The post will be full-time/part-time and hours will vary between 8am start and 7.30pm finish.
As well as working towards an apprenticeship in Business Administration Level 2/3, you will be supported further within the practice by having access to all relevant training and opportunities to learn new skills in a forward thinking practice.
About us
The Practice aims to provide a high quality health and well-being service by promoting core values and using innovation to help its patients.
Our Patients -
To treat our patients with respect and dignity and with the same level of care we would want for ourselves, or a member of our family.
To listen, communicate and support the needs of those who need our help.
· To help support our patients focus on the prevention of disease by offering care and advice
· To work with our Patients in developing the service by completing surveys and talking to us.
· To work with other agencies to help treat and prevent ill-health
Our Vision
· To work with our CCG and local Practices to help improve the health of patients in our local community, and providing an extended access service (Evenings and weekends).
· To create a service using technology in order to help provide better access and better care
Our Staff
· To support our staff and maintain a cohesive and rewarding working environment.
· To promote the development of staff through training, mentoring and appraisals.
· To protect all staff, and have a zero tolerance to all forms of abuse.
Our Premises
· To provide a clean and safe environment for all our staff and patients.
Job description
Job responsibilities
Job Summary:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
At all times being aware of the importance of patient confidentiality
Working towards successfully completing their Apprenticeship.
Job Responsibilities:
Administration
- To have a thorough knowledge of all Practice procedures and apply them as necessary.
- To work in accordance to written protocols
- Pulling/filing notes as and when requested
- Filing post in medical records/Scanning
- Opening and date stamping incoming post
- Faxing and photocopying as requested
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
Reception
- Receiving patients consulting with members of practice team
- Handing completed repeat prescriptions to patients/pharmacies and checking names and address.
- Accepting payment and handing out receipts for forms, medicals etc.
- Taking messages, recording them and ensuring these are actioned appropriately by the relevant team member
- Dealing with requests for hospital transport – urgent and non-urgent
- Be able to cover all reception duties as necessary
Appointments
- Process appointment requests for today and future appointments from patients by telephone and in person
- Deal with visit requests
Computer
- Registration of temporary residents
- Process patient’s change of address – computer data and medical records (have knowledge of practice area).
- Process repeat and acute prescription request in accordance with practice guidelines.
- Have working knowledge of READ codes to use as necessary when entering referral and other appropriate information
- Have an understanding of how to access information in the clinical system
Telephone
- Have working knowledge of telephone system, including transfer of calls, using divert numbers and answer machine as necessary
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
Other:
- Ensure building security – have thorough knowledge of opening/closing procedures
- To provide cover for members of the reception/admin team during periods of sickness, annual leave and any other times when it may be required necessary by the Practice
- To work in accordance to written protocols
- To have a thorough knowledge of all Practice procedures and apply them as necessary
Any other tasks allocated by the managers, which fall within the scope of the grade of the post.
Job description
Job responsibilities
Job Summary:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
At all times being aware of the importance of patient confidentiality
Working towards successfully completing their Apprenticeship.
Job Responsibilities:
Administration
- To have a thorough knowledge of all Practice procedures and apply them as necessary.
- To work in accordance to written protocols
- Pulling/filing notes as and when requested
- Filing post in medical records/Scanning
- Opening and date stamping incoming post
- Faxing and photocopying as requested
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
Reception
- Receiving patients consulting with members of practice team
- Handing completed repeat prescriptions to patients/pharmacies and checking names and address.
- Accepting payment and handing out receipts for forms, medicals etc.
- Taking messages, recording them and ensuring these are actioned appropriately by the relevant team member
- Dealing with requests for hospital transport – urgent and non-urgent
- Be able to cover all reception duties as necessary
Appointments
- Process appointment requests for today and future appointments from patients by telephone and in person
- Deal with visit requests
Computer
- Registration of temporary residents
- Process patient’s change of address – computer data and medical records (have knowledge of practice area).
- Process repeat and acute prescription request in accordance with practice guidelines.
- Have working knowledge of READ codes to use as necessary when entering referral and other appropriate information
- Have an understanding of how to access information in the clinical system
Telephone
- Have working knowledge of telephone system, including transfer of calls, using divert numbers and answer machine as necessary
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
Other:
- Ensure building security – have thorough knowledge of opening/closing procedures
- To provide cover for members of the reception/admin team during periods of sickness, annual leave and any other times when it may be required necessary by the Practice
- To work in accordance to written protocols
- To have a thorough knowledge of all Practice procedures and apply them as necessary
Any other tasks allocated by the managers, which fall within the scope of the grade of the post.
Person Specification
Qualifications
Essential
- Good standard of general education
- Standard Grade Mathematics or equivalent
- Standard Grade English or equivalent
Desirable
- Experience of working in a public reception environment
- Experience of using own initiative
- Practical experience of liaising with other Healthcare Professionals, CCGs, Patents, Solicitors and other External Organisations
- Experience of working in Primary Care or the wider Health Care environment
- Experience of customer service
- Understanding of equal opportunities policies and practice
- Experience in an administrative role
- Excellent communication skills Written and Oral
- IT skills to ideally include Microsoft office software and/or experience of using a clinical or similar system
- The ability to follow procedures
- Time management, prioritisation and the ability to work to deadlines
- Negotiation and conflict management
- Ability to handle situations of potential conflict
- Problem solving
- Interpersonal skills
- Ability to work under pressure and multitask
- Attention to detail
- Ability to implement systems efficiently
- Ability to work independently and reliably
- Planning and organising
- Pleasant and articulate
- Performing under pressure
- Adaptability and forward thinking
- Taking the initiative, self motivating, organising and prioritising your own workload
- An understanding, acceptance and adherence to the need for strict confidentiality
- Team working as part of an integrated multi-skilled team
- Self motivated
- Flexibility& willing to work extra hours to provide sickness/holiday relief
- Confidentiality
- Awareness of potential conflicts of interest
- Caring towards patients
- Smart and polite
- Enthusiastic and professional
- Ability to judge when to consult with manager, staff, partners etc.
- Ability to maintain good working relationships with other external agencies
- Ability to create a welcoming atmosphere
- A detailed understanding of a General Practice Office environment
- Working knowledge of medical terminology
- Willingness to get on and do
- Willingness to read, understand and observe all Practice policies and procedure
- Willingness to undertake training when necessary
Person Specification
Qualifications
Essential
- Good standard of general education
- Standard Grade Mathematics or equivalent
- Standard Grade English or equivalent
Desirable
- Experience of working in a public reception environment
- Experience of using own initiative
- Practical experience of liaising with other Healthcare Professionals, CCGs, Patents, Solicitors and other External Organisations
- Experience of working in Primary Care or the wider Health Care environment
- Experience of customer service
- Understanding of equal opportunities policies and practice
- Experience in an administrative role
- Excellent communication skills Written and Oral
- IT skills to ideally include Microsoft office software and/or experience of using a clinical or similar system
- The ability to follow procedures
- Time management, prioritisation and the ability to work to deadlines
- Negotiation and conflict management
- Ability to handle situations of potential conflict
- Problem solving
- Interpersonal skills
- Ability to work under pressure and multitask
- Attention to detail
- Ability to implement systems efficiently
- Ability to work independently and reliably
- Planning and organising
- Pleasant and articulate
- Performing under pressure
- Adaptability and forward thinking
- Taking the initiative, self motivating, organising and prioritising your own workload
- An understanding, acceptance and adherence to the need for strict confidentiality
- Team working as part of an integrated multi-skilled team
- Self motivated
- Flexibility& willing to work extra hours to provide sickness/holiday relief
- Confidentiality
- Awareness of potential conflicts of interest
- Caring towards patients
- Smart and polite
- Enthusiastic and professional
- Ability to judge when to consult with manager, staff, partners etc.
- Ability to maintain good working relationships with other external agencies
- Ability to create a welcoming atmosphere
- A detailed understanding of a General Practice Office environment
- Working knowledge of medical terminology
- Willingness to get on and do
- Willingness to read, understand and observe all Practice policies and procedure
- Willingness to undertake training when necessary
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.