Receptionist/Administrator

Ashley Surgery; Ashley; On-site; GBP 40,000 - 60,000; Part time

Job summary

An exciting opportunity at a rural GP practice in England for a motivated individual. The role involves providing administrative support and assisting patients. Candidates should have excellent communication skills and experience in a healthcare reception setting. Flexibility to cover shifts is essential since working hours range from Monday to Friday, 19+ hours per week. The practice emphasizes confidentiality, effective communication, and teamwork within a busy and friendly environment.

Qualifications

• Previous experience in a reception area of a GP practice.
• Ability to work under pressure and in a busy environment.
• Commitment to training and development.

Responsibilities

• Offer general assistance to the practice team and project a professional image.
• Process and direct patients' requests for appointments.
• Maintain and monitor the practice appointments system.

Skills

Excellent communication skills (Written and Oral)

Time Management

Interpersonal skills

Planning and organising skills

Confidentiality

Flexibility

Self motivated

Education

GCSE grade A to C in English and Mathematics

NVQ in Customer Service

Job description

An exciting opportunity has arisen for a friendly, motivated and enthusiastic individual to join our friendly and busy 2 partner rural GP practice.

It is an essential requirement of the role that the post holder has flexibility to provide cover during periods of annual leave and sickness.

19+ hours per week (TBC)

Working days Monday to Friday (TBC)

Shifts will include 7.45am start time and 6.30pm finish time

Salary dependent on experience

Main duties of the job

Offer general assistance to the practice team and project a professional, positive and friendly image to patients, doctors, staff, colleagues, health service professionals and other visitors, either in person or on the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

About us

We are a small friendly practice with 5000+ patients. Our clinical team comprises of 2 GP Partners, 1 Salaried GP, 2 Practice Nurses, 1 Senior Health Care Assistant plus support from PCN staff. We are also a training practice in conjunction with West Midlands Deanery.

We have 4 receptionist/administrators, 4 dispensers, 1 Practice Manager and 1 Operations Manager.

Job 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 Practice or Operations Manager, dependent on current and evolving practice workload and staffing levels:

Opening up/locking up of practice premises and maintaining security in accordance with practice protocols

Maintaining and monitoring the practice appointments system

Processing face to face and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional

Greeting and screening patients attending the surgery

Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed

Processing and distributing incoming (and outgoing) mail

Taking messages, ensuring accuracy of details and passing on information using appropriate processes and prompt delivery

Viewing the online services for messages and dealing with them appropriately

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

Clearing and re-stocking of reception area and consulting rooms as required

Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning

Printing blood forms

Advise patients of relevant charges for private services (non-General Medical Services), accept payment and issue invoices

Undertaking any clerical tasks essential to the receptionist/administrative team

Ordering, re-ordering and monitoring of stationery and other supplies

Dealing with clinical waste

Process samples received from patients following the specimen handling protocol

Dealing with urgent results for the GPs

Keeping the reception area, noticeboards and leaflet dispensers tidy and free from obstructions and clutter

Covering for absent colleagues as and when necessary

(This list is not exhaustive)

Confidentiality:

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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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, free from hazards

Actively reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Demonstrate due regard for safeguarding and promoting the welfare of children

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 recognises 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

The post-holder will participate in any training programme implemented by the practice as part of this employment, with 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

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

Recognise 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

Build and maintain strong relationships with all team members

Person Specification

Qualifications

• GCSE grade A to C in English and Mathematics
• NVQ in Customer Service

Experience

• Experience of using own initiative
• Experience of customer service
• Excellent communication skills (Written and Oral)
• Time Management and the ability to work to deadlines
• Interpersonal skills
• Planning and organising skills
• Performing under pressure
• Self motivated
• Flexibility
• Confidentiality
• Punctuality
• Ability to work to protocols
• Commitment to training and development
• Experience of working in primary care
• Experience of working in a reception area of a GP Practice

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.