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Receptionist (Part Time)

Barnsley Healthcare Federation

The closing date is 09 May 2025

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Job summary

Barnsley Healthcare Federation is looking for an enthusiastic, team oriented, flexible and reliable individuals to join our Reception team at BHF.

The hours available are 22 hours a week.

Monday 8am-12.30pm

Tuesday 12.30pm-6.30pm

Wednesday 8am-2pm

Thursday 8am-1.30pm

However, you may be asked from time to time to work out of these hours to cover annual leave, any changes to your usual shift patterns will be communicated by management.

Interviews for this post will be taking place on week commencing 12th May 2025.

BHF are fully committed to ensuring equality, diversity, and inclusion (EDI) as this is embedded in our values. We are also a committed employer under the Disability Confident Scheme. Therefore, should you wish to discuss any reasonable adjustments or assistance you might need in the application or interview process, please contact a member of the HR team at syicb-barnsley.bhf-hrteam@nhs.net and we will be happy to help/

Please note that interviews may take place prior to the advert closing as and when suitable applications are received. If a suitable candidate is appointed the role may close early, therefore please do not hesitate to submit your application.

Main duties of the job

As a receptionist, you will act as a focal point for the practice, communicating effectively between clinicians, staff and patients.

Successful candidates will need to be able to demonstrate previous administrative and customer service experience and have the skills to adapt to and prioritise the duties of a busy reception desk, remaining calm and focused to ensure a high standard of care is delivered to patients. The ideal candidate will be a team player with excellent verbal and written communication skills. Computer skills are essential, and experience with a clinical system would be advantageous, but training will be given.

About us

Launched in 2015, we are an ambitious and inclusive organisation focused on enhancing the way in which primary care at scale is delivered within Barnsley. Our vision is to deliver a robust publicly-funded health and social care service which meets the needs of the local community. We believe that regardless of location or need, every patient should receive the same high standard of care, at times when they need it most. Receptionists are an integral part of our team and our ability to meet these aims.

Benefits: 5 weeks annual leave plus bank holidays, NHS Pension Scheme, Monthly in-house training event, retail discounts

Date posted

25 April 2025

Pay scheme

Other

Salary

£23,163.66 a year (FTE)

Contract

Permanent

Working pattern

Part-time

Reference number

B0243-25-0020

Job locations

Grimethorpe Health Centre

Acorn Way

Grimethorpe

Barnsley

South Yorkshire

S72 7NZ


Job description

Job responsibilities

Patients:

Process appointment requests from patients by telephone and in person

Process patients manually or through the booking system

Deal with visit requests

Registration of new patients and temporary residents

Process patients change of address either manually or through GP links

Process repeat prescription requests in accordance with practice guidelines

Accepting and processing of specimens ready for collection

Understanding of the Practices appointment system and individual slot types/times

Have a clear understanding of telephone systems, daytime and out of hours

Computer data entry processing and recording information in accordance with practice procedures and GDPR

Taking messages and passing on information

Complete workflow tasks within agreed timescales. This may include any of the following areas,

o Processing of recalls

o Processing and allocating Pathology results

o Scanning medical information to patient records

o Allocating workflow to doctors

o Read coding medical information

o Processing out of hours information received electronically

o Updating records when a patient is deceased and understanding of process

o Processing online prescription requests and dealing with no mads

o Processing hospital discharge letters

o Processing scanned workflow from the doctors

o Deduction of patients

o Recalls of chronic disease management

o Processing tasks in Systm One

o Processing insurance report/medical records requests

Medical Records:

Management of Medical Records.

Ensure records are kept neat and tidy and in good general repair.

Ensure any changes in patient details i.e. address telephone numbers etc are altered on the patients medical record.

Ensure all patient contacts are documented in the patients computerised medical record.

Reception:

On opening the premises check the Doctors rooms, waiting area and reception are heated/ventilated, clean and tidy ready for the day.

To assist in organising patient appointments, and the communication of information to staff, patients and Health Care providers.

Ensure the surgeries are well stocked with stationery and equipment needed by the Doctors

To receive and exchange routine information between Clinicians, Health Care providers, staff, patients and external agencies.

Job description

Job responsibilities

Patients:

Process appointment requests from patients by telephone and in person

Process patients manually or through the booking system

Deal with visit requests

Registration of new patients and temporary residents

Process patients change of address either manually or through GP links

Process repeat prescription requests in accordance with practice guidelines

Accepting and processing of specimens ready for collection

Understanding of the Practices appointment system and individual slot types/times

Have a clear understanding of telephone systems, daytime and out of hours

Computer data entry processing and recording information in accordance with practice procedures and GDPR

Taking messages and passing on information

Complete workflow tasks within agreed timescales. This may include any of the following areas,

o Processing of recalls

o Processing and allocating Pathology results

o Scanning medical information to patient records

o Allocating workflow to doctors

o Read coding medical information

o Processing out of hours information received electronically

o Updating records when a patient is deceased and understanding of process

o Processing online prescription requests and dealing with no mads

o Processing hospital discharge letters

o Processing scanned workflow from the doctors

o Deduction of patients

o Recalls of chronic disease management

o Processing tasks in Systm One

o Processing insurance report/medical records requests

Medical Records:

Management of Medical Records.

Ensure records are kept neat and tidy and in good general repair.

Ensure any changes in patient details i.e. address telephone numbers etc are altered on the patients medical record.

Ensure all patient contacts are documented in the patients computerised medical record.

Reception:

On opening the premises check the Doctors rooms, waiting area and reception are heated/ventilated, clean and tidy ready for the day.

To assist in organising patient appointments, and the communication of information to staff, patients and Health Care providers.

Ensure the surgeries are well stocked with stationery and equipment needed by the Doctors

To receive and exchange routine information between Clinicians, Health Care providers, staff, patients and external agencies.

Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent.

Desirable

  • GCSE Maths and English at 9-4 or A* - C.
  • Customer Service Level 2 qualification or equivalent.

Experience

Essential

  • Excellent written and spoken communication skills.
  • Ability to liaise with all levels of staff and the public in a confident and effective manner.
  • Understanding of the need for confidentiality.
  • Ability to work under limited supervision.

Desirable

  • Proven experience of working in an office environment in an administrative/secretarial role, including maintain databases.
  • Experience of using Office packages including Excel, Word and Outlook.
  • Knowledge of the NHS/Public Sector.
  • SystemOne experience.
  • Understanding of GDPR legislation.

Practical, Intellectual, Analytical and Organisational skills

Essential

  • Ability to manage and prioritise own workload and work towards deadlines.
  • Good organisational skills with the ability to multi-task.
  • Ability to problem solve.
  • Excellent attention to detail.

Desirable

  • Experience in practice coding/summarising.

Deposition/Personal

Essential

  • Approachable and friendly manner.
  • Ability to diffuse conflict.
  • Desire for CPD and willingness to complete training required.
  • Ability to work effectively within a team.
  • Flexible approach to work.

Desirable

  • Full UK driving license.
Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent.

Desirable

  • GCSE Maths and English at 9-4 or A* - C.
  • Customer Service Level 2 qualification or equivalent.

Experience

Essential

  • Excellent written and spoken communication skills.
  • Ability to liaise with all levels of staff and the public in a confident and effective manner.
  • Understanding of the need for confidentiality.
  • Ability to work under limited supervision.

Desirable

  • Proven experience of working in an office environment in an administrative/secretarial role, including maintain databases.
  • Experience of using Office packages including Excel, Word and Outlook.
  • Knowledge of the NHS/Public Sector.
  • SystemOne experience.
  • Understanding of GDPR legislation.

Practical, Intellectual, Analytical and Organisational skills

Essential

  • Ability to manage and prioritise own workload and work towards deadlines.
  • Good organisational skills with the ability to multi-task.
  • Ability to problem solve.
  • Excellent attention to detail.

Desirable

  • Experience in practice coding/summarising.

Deposition/Personal

Essential

  • Approachable and friendly manner.
  • Ability to diffuse conflict.
  • Desire for CPD and willingness to complete training required.
  • Ability to work effectively within a team.
  • Flexible approach to work.

Desirable

  • Full UK driving license.

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

Barnsley Healthcare Federation

Address

Grimethorpe Health Centre

Acorn Way

Grimethorpe

Barnsley

South Yorkshire

S72 7NZ


Employer's website

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

Employer details

Employer name

Barnsley Healthcare Federation

Address

Grimethorpe Health Centre

Acorn Way

Grimethorpe

Barnsley

South Yorkshire

S72 7NZ


Employer's website

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

For questions about the job, contact:

HR Co-Ordinator

HR Team

syicb-barnsley.bhf-hrteam@nhs.net

Date posted

25 April 2025

Pay scheme

Other

Salary

£23,163.66 a year (FTE)

Contract

Permanent

Working pattern

Part-time

Reference number

B0243-25-0020

Job locations

Grimethorpe Health Centre

Acorn Way

Grimethorpe

Barnsley

South Yorkshire

S72 7NZ


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