Job summary
Access Health Care is looking to recruit an enthusiastic individual for our Administration team at The Clock Tower Surgery which currently provides primary care services to people experiencing homelessness in Exeter. Main duties will be office based answering telephone calls and dealing with clients in reception but you will also be helping with our 'Protect and Vaccinate' outreach pilot. We are a friendly, forward thinking and innovative teamwith a determination to provide high quality care to some of the most vulnerable patients in Exeter.
Main duties of the job
The successful candidate will ideally have experience in working within a healthcare setting or working with vulnerable clients and have strong communication skills to ensure our patients receive the very best experience and support to meet their health needs.
We are looking for candidates who are enthusiastic, non-judgmental and motivated to support our patients along with the ability to work as part of a team. The successful candidate will have a high level of competence in the use of IT. Previous use of Systmone would be desirable.
Candidates should be able to demonstrate excellent organisational skills and an ability to communicate effectively with a wide range of health and social care professionals. Hours and working days can be flexible but will be discussed at interview.
About us
If you would like to discuss the role further please contact Kelly Adair by telephone 01392 208290 ext 101 or via email kelly.adair@nhs.net.
Job description
Job responsibilities
Key Responsibility Areas
- Respond, using a helpful and problem-solving approach, to all queries and requests for assistance from staff and other visitors
- Ensure that the reception and waiting areas are kept safe and tidy
- Have up to date knowledge of computer systems
- Open and sort the mail for staff according to agreed procedures
- Undertake any administrative actions that the staff request verbally, via computer messaging or from the courier mail
- Scan correspondence, reports into the computerised record, ensuring that they can be easily retrieved
- Ensure that meeting rooms are tidied at the end of the day and left ready for the following day
- Receive and make telephone calls, using a helpful and problem-solving approach. Re-direct calls and take messages as appropriate
- Ensure that the telephone system is operational at the beginning of each day and switched over at the appropriate times. Report any difficulties with the operation of the telephone system
- Open up premises at start of day and make necessary preparations to receive visitors
- Secure premises at end of day, ensuring that building is totally secure, lights off and alarm activated
- Inform appropriate staff of any day to day problems, together with any possible solutions
- Use internal and external email and the Internet to keep up to date and to send and receive messages
- Any other delegated duties considered appropriate to the post
Job description
Job responsibilities
Key Responsibility Areas
- Respond, using a helpful and problem-solving approach, to all queries and requests for assistance from staff and other visitors
- Ensure that the reception and waiting areas are kept safe and tidy
- Have up to date knowledge of computer systems
- Open and sort the mail for staff according to agreed procedures
- Undertake any administrative actions that the staff request verbally, via computer messaging or from the courier mail
- Scan correspondence, reports into the computerised record, ensuring that they can be easily retrieved
- Ensure that meeting rooms are tidied at the end of the day and left ready for the following day
- Receive and make telephone calls, using a helpful and problem-solving approach. Re-direct calls and take messages as appropriate
- Ensure that the telephone system is operational at the beginning of each day and switched over at the appropriate times. Report any difficulties with the operation of the telephone system
- Open up premises at start of day and make necessary preparations to receive visitors
- Secure premises at end of day, ensuring that building is totally secure, lights off and alarm activated
- Inform appropriate staff of any day to day problems, together with any possible solutions
- Use internal and external email and the Internet to keep up to date and to send and receive messages
- Any other delegated duties considered appropriate to the post
Person Specification
Qualifications
Essential
- oGood education with high level of numeracy and literacy skills
- oReception and Customer Care training
- oTyping qualification or experience
- oTelephone technique training
Desirable
- oWindows-based IT training, such as European Computer Driving License qualification or equivalent
- oTelephone technique training
- oNVQ in Customer Care or Business administration
- oBasic Life Support Training
Experience
Essential
- oKnowledge of basic reception / office workings
- oPrevious receptionist or clerical background
- oAbility to work unsupervised
- oAbility to cope in a stressful or emergency situation
- oCapable of being the only receptionist in a building for a period of time
- oEvidence of collaborative working within teams
Desirable
- oKnowledge of Confidentiality and Information Security issues
- oUse of Windows-based software and internet
- oDecision making and problem solving skills
- oUse of SystmOne Clinical system
Person Specification
Qualifications
Essential
- oGood education with high level of numeracy and literacy skills
- oReception and Customer Care training
- oTyping qualification or experience
- oTelephone technique training
Desirable
- oWindows-based IT training, such as European Computer Driving License qualification or equivalent
- oTelephone technique training
- oNVQ in Customer Care or Business administration
- oBasic Life Support Training
Experience
Essential
- oKnowledge of basic reception / office workings
- oPrevious receptionist or clerical background
- oAbility to work unsupervised
- oAbility to cope in a stressful or emergency situation
- oCapable of being the only receptionist in a building for a period of time
- oEvidence of collaborative working within teams
Desirable
- oKnowledge of Confidentiality and Information Security issues
- oUse of Windows-based software and internet
- oDecision making and problem solving skills
- oUse of SystmOne Clinical system
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.
