Administrator

Seaton Surgery; Tees Valley; On-site; GBP 8,500 - 10,000; Part time

Job summary

Seaton Surgery is seeking a friendly receptionist/administrator for a part-time role, working 16-18 hours per week with cover for sickness and holidays. You will be the first point of contact, handling patient check-ins, calls, bookings, and general enquiries while supporting the practice team under pressure.

Training on practice systems will be provided. The role demands excellent customer service, good IT skills, and the ability to multi-task in a busy environment.

Qualifications

• Good customer service skills and a proven admin history.
• Ability to use computer systems and maintain accuracy under pressure.
• Excellent interpersonal skills and telephone manner; welcoming personality.

Responsibilities

• Greet patients on arrival and check them into the system.
• Answer calls and direct inquiries; provide information as needed.
• Book appointments and manage care navigation to appropriate pathways.
• Handle general enquiries in person and via post/email; direct as required.
• Process mail and ensure records and referrals are up to date.
• Maintain reception area and stock; ensure security of premises.

Skills

Customer service

Admin experience

Telephone manner

Interpersonal skills

Multitasking

Computer skills

Tools

MS Office

Job description

We have a new, exciting opportunity to join our existing receptionist / admin team. Working 16-18 hours per week plus covering for sickness and holiday we are looking for enthusiastic individuals with strong customer service skills and a proven history of admin to join our busy reception team. You will need to be able to demonstrate good computer skills, excellent interpersonal skills and telephone manner with a welcoming and cheery personality, training will be given on all practice based systems. This is an extremely busy role therefore you must be able to work well under pressure and have the ability to multi-task.

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 along with the team.

Reception Duties:

1. 1. Greet all patients on arrival ensuring all patients are checked in to the computer system;
2. 2. Use care navigation to book and direct patients to appropriate pathway;
3. 3. To answer the telephone dealing with or redirecting enquiries;
4. 4. To handle face to face general enquiries, with onward referral where necessary;
5. 5. Opening and distribution of mail as appropriate;
6. 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. 7. Make new and follow-up appointments including booking interpreter services;
8. 8. To be involved in the call and recall of patients;
9. 9. Responsible for dealing with messages from patients/clinicians or external bodies; taking appropriate action where required;
10. 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. 11. Record requests for home visits and ensure that they are recorded and passed onto the duty doctor on call;
12. 12. Register new and temporary patients following practice policy, offer registration health check;
13. 13. Ensure that the practice NHS email accounts are regularly checked and documents managed as directed;
14. 14. Ensure that the workflow tasks are completed appropriately;
15. 15. Maintain supplies of stationery available in reception area;
16. 16. Leave reception area tidy and ready for incoming colleagues;
17. 17. Ensure that the premises is securely locked including windows and to turn on the security system if last person to leave the premises;
18. 19. Undertake any other duties as instructed by management.