Receptionist/Administrator

Tickhill and Colliery Medical Practice; Doncaster; On-site; GBP 17,000 - 21,000; Part time

Job summary

Tickhill and Colliery Medical Practice is recruiting a Receptionist/Administrator for 29 hours per week on a 12-month fixed-term contract, with the possibility of permanent part-time employment thereafter. The role covers two sites and requires flexibility to cover sickness and holidays, with a focus on friendly, professional patient service.

The ideal candidate will have strong customer service and IT skills, knowledge of SystmOne is desirable, and training will be provided.

Qualifications

• Customer service experience in healthcare or customer-facing role.
• IT literacy and ability to use practice software.

Responsibilities

• Monitor the Practice appointments system.
• Process in-person and telephone requests for appointments.
• Handle mail, messages and filing.
• Provide clerical support and data entry for clinical staff.
• Provide refreshments for staff and visitors; keep reception tidy.
• Attend practice meetings and complete mandatory learning.

Skills

Customer service

IT skills

SystmOne knowledge

Job description

We are a very busy two site GP surgery. We are looking to recruit a Receptionist/ Administrator for 29 hours per week on a 12 month, fixed-term contract, with the view of the successful applicant becoming a permanent member of the team on a part time basis, following the 12 month period. The hours will be based across both of our sites. Typical shifts will be discussed at interview but we require flexibility to cover sickness and holidays to ensure business continuity. We are looking for an enthusiastic person, keen to work as part of a friendly team. You should enjoy working in a busy and challenging environment and have good customer service and IT skills. Knowledge of SystmOne and working in a healthcare setting is desirable but not essential. Please see the job description and person specification for more details. The successful applicant will need to have an outgoing and enthusiastic personality, confident to work on the reception front desk and to communicate over the telephone. flexibility is required to meet the needs of the organisation, be IT literate and have a desire to grow and succeed within the organisational structure. Be interested in people and wanting to help and provide a professional service to our patients. The candidate should be able to work under pressure and be able to deal with stressful situation and to demonstrate conflict resolution. A background in a related reception/administrative role would be useful but is not essential, but a desire to learn is a must. Training will be provided to the successful candidate.

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.
• 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 of the primary health care team, secondary care, and other associated healthcare agencies.

The duties and responsibilities to be undertaken by members of the Practice Reception & 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 Reception Team Leader/ Management team, dependent on current and evolving Practice workload and staffing levels:

Duties and Responsibilities:

• Monitoring the Practice appointments system
• Processing in person 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 members and associated healthcare agencies and providers
• Clearing and re-stocking consulting rooms as required
• Providing clerical assistance to Practice Staff as required from time to time, including data processing, filing, and photocopying
• Provision of refreshments for staff and visitors as required, keeping the kitchen area clean and tidy
• Keeping the reception area, noticeboards, and leaflet dispensers tidy and up to date and free from obstructions and clutter
• Scanning of Practice Mail
• Preparation of lab requests for Phlebotomy
• Assisting in the recall processes
• Returning temporary resident/immediately necessary forms to HA after they have expired
• Processing and taking action on patient notes (PNs posted on clinical computer system)Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols
• Processing and preparation of prescriptions for patients for signature and authorisation by GPs
• Dealing with queries relating to prescriptions
• General housekeeping
• Attending practice meetings
• Completing statutory and mandatory learning