Part time Receptionist/Administrator

City Square Medical Group; City Of London; On-site; GBP 20,000 - 25,000; Part time

Job summary

A healthcare organization in the City of London is looking for a part-time Receptionist/Administrator to join their supportive team. The successful candidate will manage appointment requests, assist patients, and perform various administrative tasks. Ideal candidates need previous experience in a healthcare setting and strong communication skills. The role includes specific hours on Mondays and general administrative duties to support the team.

Qualifications

• Experience working with the general public.
• Experience of administrative duties.
• Experience of working in a healthcare setting.

Responsibilities

• Provide general assistance to the practice team.
• Manage online requests, phone calls, and messages efficiently.
• Maintain a thorough knowledge of all practice procedures.

Skills

Excellent Communication skills (written and oral)

Strong IT Skills

Clear, polite telephone manner

Competent in the use of Office and Outlook

Effective time management (planning and organising)

Ability to work as a team member and autonomously

Good interpersonal skills

Problem solving and analytical skills

Ability to follow policy and procedure

Knowledge of EMIS Web

Education

Educated to GCSE level or equivalent

Job description

City Square Medical Group is a Total Triage GP practice, meaning all appointment requests are initially reviewed by a duty GP before being directed to the most appropriate clinician or service.

We are looking to recruit a part‑time Receptionist/Administrator to join our friendly and supportive team.

The successful candidate must be able to cover extended hours on a Monday (15:00 to 20:00 on a rota basis). When not working extended hours, the hours will be:
Monday: 07:45 to 12:45
Tuesday to Friday: 13:30 to 18:30

Our reception and admin team help patients access our services across our two sites by managing online requests, phone calls, and messages with care and efficiency.

Main duties of the job

As a receptionist/administrator, you are the fundamental base of the practice, and so the ideal candidate would have previous GP practice or similar to experience along with:

• Knowledge of EMIS Web
• Registrations
• Confident and compassionate
• Familiar with electronic prescribing request
• State calm whilst working under pressure

About us

City Square Medical Group is a 4 partner, inner city GP surgery in Tower Hamlets, providing safe and effective healthcare to 12,000 local residents. We are a two site practice and have recently gone through a merger in April 2020 and are looking to recruit Receptionist/Administrator/s to join our dedicated, patient focused thriving practice.

Job responsibilities

Job Summary:

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone in a courteous efficient and effect way.

The following are the core responsibilities of the Receptionist. There may be, on occasion, a requirement to carry out other tasks.

• Maintaining a thorough and up-to-date knowledge of all practice procedures
• Opening up and locking up of practice premises and maintaining security in accordance with practice protocols and equipment
• Maintain and monitor the practice appointment system (AccuRx Triage)
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Process personal, telephone and e-requests for appointments, visits and telephone consultations and ensuring callers are suitably advised and/or directed to the most appropriate healthcare professional to meet their need as assessed through accurate two-way communication
• Taking messages and passing on information in an accurate and timely manner with regard to urgency, confidentiality and providing answers/replies wherever appropriate for internal and external two-way communication
• Signpost patients to the correct service
• Clinically code data on EMIS web
• Filing, photocopy and scanning documentation as required
• Sort and date stamp all incoming patient-related mail
• Scan patient-related documents onto their medical record using read codes as agreed by the clinical team, within a 72 hour time-scale
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into patients healthcare records as necessary
• Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team
• Carry out system searches as requested
• Keeping all areas tidy and clear of any unnecessary or out-of-date items in the reception area, patients seating area, and entrances to the practice, together with noticeboards and leaflet dispensers at all times
• Monitor and maintain the reception area and notice-boards
• Support all clinical staff with general tasks as requested
• Familiar with EPS and online requests
• Use of software packages e.g: Microsoft Word and Excel
• Open post and distribute leave private and confidential marked post in PM tray
• Attend Protected Learning Training meetings
• Attend courses as and when required by the Practice
• Check, order monitor and maintain stock of reception forms and stationery
• Prepare and participate in CQC inspection in conjunction with other delegated practice staff
• Admin duties including secretarial support including typing as and when required support admin, operations coordinator and practice manager
• Ad hoc duties as and when required by the Practice
• Job descriptions and individual responsibilities may be amended from time to time.

Secondary responsibilities

In addition to the primary responsibilities, the Receptionist may be requested to:

• Partake in audit as directed by the audit lead
• Action incoming emails and correspondence as necessary
• Scan patient related documentation and attach scanned documents to patients healthcare records
• To collect repeat prescription requests from the post box and reception
• To liaise with patients and chemists regarding queries and requests
• To ensure that patient queries on medication are highlighted to the relevant GP
• As required support City Square Medical Group in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
• Produce, maintain and participate in the receptionist rota for lunch and out of hours cover
• Deputise for the other receptionists during periods of absence
• Stay up to date with reception staff development, providing guidance and direction, with mandatory training
• Identify and provide team training where required
• Support the Reception Supervisor in producing and maintaining the duty rota
• Support the Practice Manager with all Patient Participation Group related matters
• Support the health promotion lead and display promotional material on the allocated notice boards and in the waiting room
• Be aware of what is going on in the patient waiting area and be alert to problems
• Ensure that all visitors to the practice use the clarify scanning code to sign in and out of the premises.

Person Specification

Qualifications

• Educated to GCSE level or equivalent

Skills

• Excellent Communication skills (written and oral)
• Strong IT Skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure
• EMIS web

Other requirements

• Flexibility to work outside of core office hours

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Experience

• Experience working with the general public
• Experience of administrative duties
• Experience of working in a healthcare setting

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.