Administrator

Job description

Job responsibilities

Responsible to: Practice Manager

Accountable to: The General Practitioners in the Partnership/Seaton Surgery

Main Purpose of the job: To ensure the smooth running of the reception in a professional and organised manner. To be the focal point of the surgery and to act as a liaison between patients, clinicians and other members of your practice team, to provide a high standard of customer services at all times. The post holder will be required to cover annual leave and staff sickness which will include moving shift patterns to accommodate this.

Reception Duties:

1. Greet all patients on arrival ensuring all patients are checked in to the computer system;

2. Use care navigation to book and direct patients to appropriate pathway;

3. To answer the telephone dealing with or redirecting enquiries;

4. To handle face to face general enquiries, with onward referral where necessary;

5. Opening and distribution of mail as appropriate;

6. Workflow of letters both electronic and paper format into and out of the practice, including referrals, ensuring correspondence is kept up to date;

7. Make new and follow-up appointments including booking interpreter services;

8. To be involved in the call and recall of patients;

9. Responsible for dealing with messages from patients/clinicians or external bodies; taking appropriate action where required;

10. Generate electronic/online repeat prescription requests and allocate as instructed, prepare repeat prescriptions following practice protocol and set out for verification and signature of doctor;

11. Record requests for home visits and ensure that they are recorded and passed onto the duty doctor on call;

12. Register new and temporary patients following practice policy, offer registration health check;

13. Ensure that the practice NHS email accounts are regularly actioned and documents managed as directed;

14. Ensure that the workflow tasks are completed appropriately;

15. Maintain supplies of stationery available in reception area;

16. Ensure that the telephones are turned on and switched over to the out of hours service as appropriate;

17. Leave reception area tidy and ready for incoming colleagues;

18. Staff working in the evening, to make sure that the premises are fully vacated by patients via checking public areas. Ensuring that the premises are securely locked including windows and to turn on the security system if last person to leave the premises;

19. Undertake any other duties as instructed by management.

Person Specification

Qualifications

Essential

• Good standard of general education
• GCSE Mathematics
• GCSE English
• Practical experience of working with others
• Experience of using own initiative
• Experience of customer service
• Excellent communication skills (Written and Oral)
• IT skills Microsoft & Excel
• Time Management and the ability to work to deadlines
• Problem solving skills
• Interpersonal skills
• Adaptability
• Team working
• Self motivated
• Flexibility
• Confidentiality

Desirable

• NVQ in Customer Service or Administration
• Experience of working within a General Practice environment
• Practical experience of computerised systems
• Read coding experience

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

Seaton Surgery

Address

Station Lane

Seaton Carew

Hartlepool

TS25 1AX

Employer's website

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