Reception/Administrator

Litchdon Medical Centre; Barnstaple; On-site; GBP 25,000 - 26,000; Full time

Job summary

Litchdon Medical Centre in Barnstaple is looking for a Healthcare Administrator to join the Nursing Team on a fixed-term 12-month maternity cover. The role requires excellent communication, a calm, professional approach, and the ability to manage competing demands in a busy GP practice.

You will be the first point of contact for patients, handle general admin, appointments, and clerical tasks, with starting pay £12.71 per hour and progression after probation. 37 hours per week, Monday to Friday.

Qualifications

• Excellent communication and interpersonal skills.
• Confident, proactive and highly organised administrator.
• First point of contact for patients, delivering welcoming and efficient service.

Responsibilities

• Offer general assistance to the Practice team and project a friendly image to patients and visitors.
• Receive, assist and direct patients to appropriate services by telephone or helpdesk.
• Undertake clerical duties to support clinical staff and the Practice.
• Coordinate communication between patients and the primary care team.
• Maintain confidentiality under GDPR and practice policies.

Skills

Communication

Interpersonal skills

Teamwork

Attention to detail

Resilience

Calm under pressure

Organisation

Patient care focus

Job description

We are looking for someone with excellent communication and interpersonal skills, who can engage with patients in a professional, compassionate and empathetic manner. The ideal candidate will be resilient, adaptable, and able to manage competing demands while maintaining accuracy and attention to detail. A positive, team-focused attitude and a genuine commitment to patient care are key to succeeding in this role. Whilst previous administrative or reception experience is desirable, we are also keen to hear from applicants with limited or no direct experience, as this minimum 12-month maternity cover position provides an excellent opportunity to develop administrative, communication and patient-facing skills within a busy GP practice. We are seeking a confident, proactive, and highly organised Administrator to join our busy GP practice team. This is a fast-paced and dynamic front-line role, where no two days are the same, and the ability to stay calm under pressure is essential. As the first point of contact for our patients, you will pay a vital role in creating a welcoming, respectful and efficient environment.

The working pattern for this fixed term 12-month maternity cover (full time) is as follows:

• Monday 8.15am - 5.15pm (with 1 hour lunch break)
• Tuesday 8.15am - 5.15pm (with 1 hour lunch break)
• Wednesday 8.15am - 12.15pm
• Thursday 8.15am - 6.30pm (with 1 1/4 hours lunch break)
• Friday 8.15am - 5.15pm (with 1 hour lunch break)

Starting pay of £12.71 per hour. On successful completion of probationary period this will increase to £12.81 per hour.

Closing date Friday 16th October. Successful applicants will be contacted by the end of the working day on 19th October at the latest. Interviews are planned for Wednesday 21st and Thursday 22nd October. The interview process will include group interviews on the Wednesday and formal interviews on the Thursday for those short listed following the group stage.

Job Title: Healthcare Administrator to the Nursing Team

REPORTS TO: Healthcare Administration Manager/Deputy

HOURS: 37 hours per week

Job Summary

The purpose of the role is to:

• Offer 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
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way by telephone and on the helpdesk
• Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team
• Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Duties and Responsibilities

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list.

Duties may be varied from time to time under the direction of the Healthcare Admin Manager, Deputy, Practice Manager, dependent on current and evolving Practice workload and staffing levels:

• Maintaining security in accordance with Practice protocols
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Clearing and re-stock consulting rooms as required
• Assist in preparation & setting up of the working environment & nursing clinical rooms for appropriate procedures & maintaining the organisation of them
• Set up clinic templates on to the IT system
• Co-ordinating the ordering & maintaining supplies used within the nursing team
• Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
• Ordering, re-ordering and monitoring of stationery and other supplies
• Dealing with clinical waste in line with practice health and safety policy
• Keeping the reception areas, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
• Attending departmental meetings
• Other duties as required by the line manager

Underpinning Policies

Confidentiality: Adhere to the General Data Protection Regulations (GDPR) May 2018. In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, to include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified

Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Personal/Professional Development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality: The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk and contribute to the practice risk register as needed
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication: The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services: The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

This job description may be subject to change from time to time to reflect the changing needs of the Practice, but it is a correct reflection of the type of duties that need to be undertaken.

Litchdon Mission Statement Providing quality healthcare by valuing both patients and staff in a supportive and sustainable environment.

Litchdon Values Compassionate Care We treat staff, patients, carers, and relatives with kindness, respect, and dignity, fostering a culture of mutual empathy.

Holistic wellbeing We prioritise the physical, mental, and emotional wellbeing of our staff which then enables them to deliver person centred care.

Positive reliable teams We cultivate professional, approachable, and cohesive teams built on loyalty, trust, and mutual respect, enabling them to deliver safe and effective care to patients.

Family focussed We support the work-life balance of our staff and recognise the importance of family for patients and colleagues alike.

Innovation and Growth We embrace change, prioritise sustainability, and nurture professional development across the workforce to improve processes and patient care.

Environmental Responsibility We are mindful and committed to be as eco-friendly as possible by ensuring we consider the impact of our practice on both the community and the planet.

Full Job Description is attached.