Receptionist/Administrator

Chesterfield Royal Hospital; Danesmoor; On-site; GBP 9,000 - 13,000; Part time

Job summary

Royal Primary Care, based at Clay Cross Practice, is seeking a friendly part-time Receptionist/Administrator to join our busy team. You will manage reception duties, scheduling, and patient enquiries, ensuring a smooth flow of appointments and efficient admin support.

Ideal candidates will have GCSEs, basic IT skills, experience in public-facing roles, and familiarity with SystmOne. The role is 16 hours per week on a maternity cover basis within the Chesterfield Royal Hospital NHS Foundation

Qualifications

• GCSEs in Maths and English at C or above or equivalent.
• IT literacy with basic office software and GP systems.
• Experience in a patient-facing reception environment is preferred.
• Knowledge of GP computer systems, preferably SystmOne.

Responsibilities

• Maintain reception manning and manage the appointments system.
• Process appointments, visits and telephone requests promptly.
• Direct callers to the appropriate healthcare professional.
• Provide clerical support including filing, scanning and data entry.
• Handle incoming/outgoing mail and keep stock and supplies updated.
• Support practice and NHS staff with administrative tasks.
• Respect patient confidentiality and GDPR requirements.
• Coordinate with colleagues and external health providers as needed.

Skills

Experience with the public

Basic IT skills

Good team working skills

Flexible cross-site working

Ability to follow instructions

Education

GCSE in Maths & English (grade C or above)

ECDL or equivalent

NVQ or equivalent in Customer Care

Formal training in a public facing environment

Knowledge of GP computer systems (SystmOne)

Tools

SystmOne

SMS systems

Admin email

Job description

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CRH offers a wide range of exciting and rewarding opportunities for people who are passionate about providing exceptional patient care.With more than 350 different careers on offer there is a job for you no matter what your interests, skills, or qualifications.

An opportunity has arisen to join our growing team at Royal Primary Care, and we are looking for an enthusiastic part-time Receptionist/Administrator to work within in our busy medical practice based at our Clay Cross Practice.

• 1 x 16 hours temporary 9 months maternity cove

The successful candidate should have:

• GCSE in Maths & English grade C or above.
• Basic IT skills.
• Experience of working with the public, preferably in a reception environment.
• Understand basic office procedures with some knowledge of SystmOne.

Main duties of the job

• Ensuring reception is manned at all times
• Maintaining and monitoring the Practice appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional,
• All reception administration is processed in a timely manner
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information.
• Filing and retrieving paperwork.
• Processing repeat prescriptions in accordance with Practice guidelines.
• 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.
• Providing clerical assistance to Practice and Trust staff as required including word/data processing, filing, photocopying, diary management and scanning.
• Monitoring of stationery and other supplies.
• Dealing with clinical waste (including removal to designated area
• Keeping the reception /office area, noticeboards and leaflet dispensers tidy and free from obstructions and clutter.

Working for our organisation

Our vision is to be an exceptional provider of family medicine, dedicated to our patients, and we’re on a mission to improve our community’s health and reduce inequality.

Royal Primary Care surgeries are part of Chesterfield Royal Hospital Foundation Trust and this brings the benefits of being part of a larger organisation. As well as an NHS pension, you’ll have access to training and development opportunities and a whole raft of well-being initiatives to look after your physical and mental health. At Royal Primary Care, your happiness is at the heart of our appraisal system, and we place great importance on everyone feeling included. You’ll have an equal say in how we look after you through access to our annual staff survey.

(Please note although this is not Agenda for Change - we do offer our employees a good package of benefits)

Detailed job description and main responsibilities

To work within the reception team with a focus on achieving excellent patient care via the telephone and face to face. Carry out GP approved triage to ensure our patients see the correct clinician first time. Being a first point of contact for our patients and other healthcare providers.

Please see the attached job description for a full breakdown of the duties and responsibilities.

Qualifications and Training

• GCSE in Maths & English Grade C or above
• ECDL or equivalent
• NVQ or equivalent in Customer Care
• Formal training in a public facing environment
• Knowledge of GP computer systems, preferably SystmOne

Experience

• Working with the public.
• Understanding of back office functions
• Telephone call handling experience
• Understanding of patient confidentiality and iGPR

Skills and Knowledge

• Good team working skills
• Ability to work independently following verbal or written instructions
• Understanding of Subject Access Requests and other types of from patients and / or outside agencies.
• Understanding of referral process for patients from primary to secondary care.
• Understanding the issues around safeguarding and patient confidentiality
• GDPR knowledge
• Knowledge of searches within SystmOne .
• Ability to action team tasks.
• Knowledge of appointment process.
• Use of SMS systems.
• Use of admin email.

Personal Attributes

• Adaptable to change.
• Friendly but professional approach.
• Good time management.
• A willingness to strive for excellence and train in all aspects of the team
• Flexible approach to cross site working.

Flexible Working

If you're looking for flexible or predictable working arrangements, please speak to us about how we might be able to accommodate this. If it works for our service and patients, we will do our best to make it work for you.

Chesterfield Royal Hospital NHS Foundation Trust is committed to ensuring the safety of all our staff and patients therefore encourages and supports staff to be vaccinated against COVID19 as this remains the best line of defence against the virus.

UK Points-based immigration system

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from 1 January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK - GOV.UK (www.gov.uk) .

It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk)

If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead, which is cheaper to apply for and you do not need to pay the annual immigration health surcharge.

Communications

Communications throughout the application process will be via e-mail therefore please check your e-mail account and Trac account regularly. References are also requested by email (where possible). Therefore to speed up the recruitment process please provide an email address for all referees when completing your application form.

If you require any support in completing the application form, please do not hesitate to contact the HR Support Services team on 01246 513177 and we will be happy to provide assistance.

Please see the attached documents and links in relation to working for Chesterfield Royal Hospital NHS Foundation Trust. In particular, the general conditions of employment and benefits of working for the trust.

This role is part of the integrated health and social care community across Derbyshire, where there are many opportunities to work across different locations and providers developing new and different skills. Whilst this role is initially based in Chesterfield there may be future opportunities to be based at different locations within the health and social care community which we may talk to you about in the future.

Opening hours:8.30am-5pm, Monday-Friday

Name Melanie Malton Job title Practice Manager Telephone number 01246 748000 Additional information
or contact Melanie Malton, Practice Manager South Sector [e-mail]