Administrator/Receptionist - 12 Month Maternity Cover (Gables)

NHS; Coventry; Hybrid; GBP 18,000 - 21,000; Part time

Job summary

NHS is seeking an Administrator/Receptionist for a 12-month maternity cover. The role is 30 hours per week, supporting four Practice sites with the base site and pattern to be agreed. Some flexibility to work at other Practice sites will be required when needed.

You will provide high-quality administrative and reception support, focusing on patient registrations, record-keeping and general administrative duties, using IT systems and communicating with patients and staff professionally.

Qualifications

• NVQ level 2 or equivalent business/admin or customer service experience.
• Previous experience in administrative, reception or customer service roles.
• Experience using computerised systems and accurate data entry.
• Good IT skills, including Microsoft Outlook, Word and Excel.

Responsibilities

• Process new patient registrations accurately within Practice timescales.
• Input and update patient demographic information on Practice systems.
• Provide reception support and handle enquiries by telephone, email and in person.
• Book, amend and cancel appointments and recalls; monitor appointment systems.
• Maintain filing and administrative systems; support the wider Practice team.

Skills

Administrative experience

Reception experience

Customer service

IT skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Education

NVQ level 2

Tools

EMIS

AccuRx

Job description

Administrator/Receptionist - 12 Month Maternity Cover (Gables)

This is a 12-month fixed-term maternity cover position, working 30 hours per week. The role supports four Practice sites, with the working pattern and main/base site to be agreed with the successful applicant. Some flexibility to work at other Practice sites will be required when needed.

The Administrator/Receptionist will provide high-quality administrative and reception support to the Practice, with a particular focus on patient registrations, accurate record keeping and general administrative duties.

The role involves regular communication with patients, colleagues and external organisations by telephone, face-to-face, email and other electronic methods. The postholder will also support reception services, including managing patient enquiries, appointments and home visit requests, contacting patients on behalf of the clinical team and helping patients access appropriate Practice and wider healthcare services.

The successful candidate will need to be highly organised, computer literate and accurate, with excellent written and verbal communication skills and a professional, patient-focused approach.

Main duties of the job

This is a varied administrative and patient-facing role supporting the day-to-day running of a busy GP Practice. A key focus will be processing patient registrations, maintaining accurate patient information and completing a range of administrative tasks.

You will also communicate regularly with patients by telephone, email and face-to-face, respond to enquiries and provide reception support when required. The role involves using a number of computer systems, so you will need to be confident with IT, well organised and accurate, with excellent written and verbal communication skills.

We are looking for someone who is professional, approachable and able to manage a varied workload while providing a high standard of service to our patients and Practice team.

About us

We are an established training Practice committed to delivering high-quality patient care through a diverse and skilled team, working together to meet the needs of our practice population.

We offer a supportive and nurturing working environment and are committed to the learning and development of all our staff. We embrace best practice and innovative technologies to continually improve our services and the experience of our patients.

You will be joining a friendly and supportive team where your contribution will be valued, your skills respected and your development encouraged.

*** PLEASE NOTE INTERVIEWS ARE SCHEDULED TO TAKE PLACE ON TUESDAY 29TH SEPTEMBER ***

Job responsibilities

• Processnew patient registrations accurately and within agreed Practice timescales.
• Checkregistration information for completeness and accuracy and follow up missing orunclear information where required.
• Enterand update patient demographic and registration information accurately onPractice clinical and administrative systems.
• Maintainaccurate and up-to-date patient records, ensuring information is recorded inthe appropriate place.
• Processchanges to patient details and other registration-related administration.
• Communicatewith patients by telephone, email, text and other approved electronic methodsregarding registration and administrative queries.
• Monitorand respond to relevant Practice email inboxes, ensuring correspondence isdealt with professionally and within appropriate timescales.
• UseMicrosoft Office applications, including Outlook, Word and Excel, confidentlyas part of day-to-day duties.
• Accuratelyinput, update, collate and retrieve information using spreadsheets and Practicesystems.
• Prioritiseand organise own administrative workload, escalating queries or issuesappropriately.
• Provideadministrative support to the wider Practice team as required.

Reception

• Receiveand welcome patients and liaise with members of the Practice team.
• Dealwith telephone, face-to-face and electronic enquiries and direct patients tothe appropriate service or member of the Practice team.
• Takeaccurate messages and ensure information is passed to the appropriate personpromptly.
• Initiatecontact with and respond to requests from patients, colleagues and associatedhealthcare agencies and providers.
• Communicateclearly, professionally and sensitively with patients, including where patientsmay be anxious, frustrated or have difficulty understanding information.
• Maintaina professional approach to all written and verbal communication.

GeneralAdministration

• Processand distribute paper and electronic correspondence received by the Practice.
• Undertakecomputer data entry, data allocation and collation, processing and recordinginformation in accordance with Practice procedures.
• Provideclerical assistance to Practice staff as required, including word/dataprocessing, filing, photocopying and scanning.
• Providean efficient word-processing service for GPs and health professionals asrequired, including typing letters and patient referrals accurately.
• Establishand maintain filing and administrative systems so that written and electronicinformation is easily accessible and secure.
• Filepatient records and correspondence appropriately within patient medicalrecords.
• Assistwith gathering information for QOF, audits and Enhanced Services when required.
• Undertakeadministrative tasks relating to patient records and document management.
• Providecover for members of the team during periods of sickness and annual leave.
• Undertakestatutory and mandatory training as required.
• Performany other relevant and reasonable duties requested by the Practice Manager,Business Support Manager or Partners.
• Scanpatient-related documents onto the appropriate medical record, applyingappropriate clinical codes in accordance with Practice procedures and guidance.
• Recordrelevant information regarding the source of documents and ensure informationis accurately recorded within the patient record.
• Forwarddocuments to the appropriate clinician or member of the Practice team forreview or action.
• Ensureincoming correspondence is scanned and processed within agreed Practicetimescales.
• Ensureinternal paper documents are added to the correct patient record andsubsequently stored or disposed of in accordance with Practice procedures.
• Book,amend and cancel appointments and recalls, ensuring sufficient and accurateinformation is recorded.
• Monitorthe effectiveness of appointment systems and report any problems or requiredchanges.
• Processhome visit requests, ensuring all relevant information is accurately recordedand passed to the appropriate person.
• Retrieve,maintain and file patient records and ensure correspondence, reports, resultsand other information are recorded against the correct patient.
• Ensurepatient records are maintained accurately and appropriately in accordance withPractice procedures.
• Processrepeat prescriptions in accordance with Practice guidelines.

Consultation Room Preparations

• Clearand re-stock consulting rooms as required.
• Prepareconsulting rooms in readiness for each clinical session.
• Checkconsulting rooms at the end of each session, ensuring they are left tidy,appropriately stocked and secure.

Person Specification

Qualifications

• NVQ level 2 or equivalent business/admin or customer service experience

Experience

• Previous experience in an administrative, reception or customer service role.
• Experience of using computerised systems and accurate data entry.
• Good IT skills, including Microsoft Outlook, Word and Excel.
• Excellent written and verbal communication skills.
• Previous experience working in a GP Practice or healthcare environment.
• Experience of using EMIS, AccuRx or other primary care systems.

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.