Practice Administration Assistant/Receptionist

The Valleys Medical Partnership; Sheffield; On-site; GBP 40,000 - 60,000; Part time

Job summary

A healthcare partnership in Sheffield seeks a part-time Practice Administration Assistant to provide essential administrative support to staff and patients. Responsibilities include managing the appointment system, handling patient inquiries, and performing clerical duties. Ideal candidates will have strong customer service skills, familiarity with NHS operations, and solid computer proficiencies. A GCSE or equivalent education is necessary. Join a supportive team environment focused on patient care.

Benefits

Supportive work environment

Professional development opportunities

Qualifications

• Experience in a customer-facing environment or care setting.
• Previous experience of working with SystmOne.
• Previous experience of working within the NHS or general practice.

Responsibilities

• Provide administrative support to the practice population.
• Administer the appointments system effectively.
• Handle enquiries from patients courteously.
• Complete secretarial duties promptly and accurately.

Skills

Customer service skills

Communication skills

Ability to multitask

Solid computer skills

Ability to maintain confidentiality

Education

GCSE or higher level, minimum grade C/level 4 in Maths & English

Tools

SystmOne

Microsoft Office

Job description

This is an exciting opportunity for apart-time Practice Administration Assistant to join our team at The Valleys.

Based at Moss ValleyMedical Practice, the Partnership is looking for a motivated, enthusiastic, reliableadministrator with excellent customer service skills, to join our friendly,focused and professional patient-facing administration team.

Main duties of the job

Practice AdministrationAssistants form part of our Primary Health Care Team. They work under thedirection of the Patient Administration Team Leader and Assistant PracticeManager, providing administrative support services to our patients and staffincluding:

• Ensuring the surgery premisesare appropriately stewarded and kept tidy.
• Administering of theappointments system.
• Ensuring enquiries frompatients are efficiently and courteously handled.
• Completing administrativeduties for the Practice (primarily computer-based) and ensuring these areundertaken accurately, efficiently, and promptly.
• Effective communication withall Primary Healthcare Team members.
• Completing holiday and sickness cover for absentcolleagues.

About us

We are a successful Partnership with 6 GP Partnersand one Pharmacist Partner. We have apractice population of approximately 12,400 and are based across two sites:Moss Valley Medical Practice in Eckington, and Gosforth Valley Medical Practiceat Dronfield.

We are a 'Good' practice, patient-focused andconsistently securing high achievement in terms of QOF. We are proud of our training practice statusand welcome new and innovative approaches to patient care.

We are welcoming,supportive and strive to put our team's wellbeing at the heart of all we do. Weare committed to providing an open, friendly and supportive environment whereall staff feel comfortable to share ideas and can expect to be provided with allthe tools and support they need to enjoy success in their working life.

Job responsibilities

JOB SUMMARY

To work as part of thePrimary Health Care Team under the direction of the Assistant Practice Managerin providing an administrative support service to the practice population.

The Practice Administration Assistant takes anactive role in providing administrative support services to the patients andclinical team at the practice, including:

• The surgery premises are appropriately stewarded andkept tidy.
• Administering of the appointments system.
• Enquiries from patients are efficiently andcourteously handled.Effective communication with all Primary HealthcareTeam members.Effective communication with all Primary HealthcareTeam members.
• The secretarial duties of the Practice, both paperand computer-based, are undertaken efficiently and promptly.Effective communication with all Primary HealthcareTeam members.Effective communication with all Primary HealthcareTeam members.
• Holiday and sickness cover for absent Colleagues.

Key Tasks

• Opening the premises and checking heating, ventilation, and safety risks:
• Resuming telephone services/setting answerphones.
• Ventilating and tidying the waiting room.
• Ensuring the reception area is always left tidy and ready for use.
• Closing the premises and checking telephone answerphone on, lights etc. off and the building is secure.

Administering of the appointments system:

• Receiving and marshalling patients on arrival.
• Making new and follow-up appointments.
• Receiving and recording requests for home visits and telephone consultations.
• Collation of appointment statistics as requested by the practice manager or partners.

Ensuring enquiries from patients are efficiently and courteously handled:

• Provision of general information to patients.
• Answering enquiries.
• Registering new patients.
• Explaining surgery procedures.
• Receiving & processing requests for repeat (and acute) prescriptions.
• Completion of relevant forms.
• Receiving & processing patients payments.

Ensuring secretarial duties for the practice, both paper and computer-based, are undertaken efficiently:

• Accessing and filing of patients paper records as requested by any clinician or the Practice Manager.
• Updating the computerised patient records as required.
• Return of requested records (with computer print-out) to the Registrations Department.
• Typing of letters and other documents as requested by any clinician or the practice manager.
• Processing referrals.
• The provision of regular data to Primary Care organisations as requested.
• Administration of patient recall systems.
• Issue of invitations for health promotion activities.
• Administration of office supplies stock.
• Photocopying.
• Filing.
• Help with newsletter/poster campaigns.
• Computer entry of summarised notes.

Communicating with all members of the primary healthcare team:

• Receiving, recording, and passing of messages for other Primary Health Care Team members.
• The completion of all tasks allocated to you personally or to your team.
• Tasks that are not completed should be delegated to a colleague at the change of shifts; that they are provided with information about any unresolved or urgent matters.

Holiday and sickness cover for absent colleagues:

• Planned cover for absent colleagues as per the contract schedule.
• Ad-hoc cover for unforeseen circumstances.

Miscellaneous/other duties:

• Making tea and coffee.
• Other duties, which may be required, and which are consistent with the responsibilities of the post as it now stands, and as it develops over time.

Person Specification

Experience

• Experience in a customer-facing environment or care setting.
• Previous experience of working with SystmOne.
• Previous experience of working within the NHS.
• Previous experience of working within general practice.

Skills and Knowledge

• Able to communicate effectively (written & verbal) at all levels.
• Ability to multitask and prioritise workloads.
• Able to remain calm under pressure.
• Being assertive whilst appropriately empathetic.
• Tact and diplomacy.
• Work independently and as part of a team.
• Self-confident.
• Ability to maintain confidentiality.
• Ability to recognise personal limits of competence.
• Solid computer skills to include Microsoft Office packages.
• A basic understanding of General Practice.

Qualifications

• A good standard of education is required, preferably to GCSE or higher level. Minimum grade C/level 4 in Maths & English language.

Other

• Ability to maintain a strict code of confidentiality at all times.
• Reliable.
• Resilient.
• Interest in the work.
• Good sense of humour.
• Willing to comply with dress code/uniform requirements.
• Commitment to our core values.
• Car driver with full use of car.
• Able to work flexible hours.

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.