Receptionist/Administrator

Integrated Care System; Leeds; On-site; GBP 40,000 - 60,000; Part time

Job summary

A GP training practice in Leeds is seeking a Medical Receptionist/Administrator. The successful candidate will be the first point of contact for patients, providing administrative support and ensuring excellent service is delivered. Ideal applicants should possess strong communication skills, attention to detail, and experience in a medical setting is preferred. Full training will be provided. Starting pay is from £12.23 per hour.

Qualifications

• Experience as a Receptionist or Administrator in General Practice or the NHS is desirable.
• Experience with SystmOne would be an advantage.
• Ability to work under pressure and absorb regular changes.

Responsibilities

• Provide clerical assistance to practice staff as required.
• Maintain and monitor the practice appointments system.
• Process requests for appointments and ensure callers are directed appropriately.

Skills

Attention to detail

Communication skills

Teamwork

Flexibility

Resilience

Education

GCSE grade A to C in English and Maths or equivalent

Tools

SystmOne

Job description

We are a GP Training Practice, looking to recruit a Medical Receptionist/Administrator to join our Reception/Admin Team. The ideal candidate will help us to provide a first class patient experience to our rapidly growing patient list.

Receptionists are the first point of contact for our patients. This is a varied role that includes face to face and telephone contact with patients as well as administrative duties. It requires a high level of attention to detail to ensure an excellent service is provided to both our patients and the clinical and non-clinical staff at the practice. This role is part of a fast paced, team working environment, and requires the candidate to work under pressure and have the ability to absorb regular changes.

Experience in General Practice is preferred and full training will be given. Experience of SystmOne is an advantage. Applicants should be enthusiastic, caring and conscientious and be able to work well as part of a team. You should be able to demonstrate excellent communication skills.

Main duties of the job

• Opening up/locking up of practice premisesand maintaining security in accordance with practice protocols
• Maintaining and monitoring the practiceappointments system
• Processing personal and telephone requestsfor appointments, visits and telephone consultations, and ensuring callersare directed to the appropriate healthcare professional using signposting and triage
• Processing and distributing incoming (andoutgoing) mail
• Taking messages and passing on information
• Processing repeat prescriptions in accordancewith practice guidelines
• Computer data entry/data allocation, coding and collation;processing and recording information in accordance with practiceprocedures
• Initiating contact with and responding torequests from patients, other team member and associated healthcareagencies and providers
• Providing clerical assistance to practicestaff as required from time to time, including word/data processing,filing, photocopying and scanning

About us

We are a GP training practice located in Swarcliffe, Leeds, LS14.

We have 11 GP's, 4 GP Trainees, 4 Nurses and 3 HCA's as well as a good clerical support team. We are part of the Seacroft PCN and we work alongside 3 other practices in our area to deliver patient services to a diverse population in the LS14 and LS15 area.

We are a close, supportive team and we are looking for someone who can fit in with the team. Resilience and a sense of humour is essential.

Job responsibilities

Job summary:

The purpose of the role is to:

Offer general assistance to the practice team andproject a positive and friendly image to patients and other visitors, either inperson or via the telephone

Receive, assist and direct patients in accessingthe appropriate service or healthcare professional in a courteous, efficientand effective way

Undertake a variety of Reception and administrative duties toassist in the smooth running of the practice, including the provision ofsecretarial and clerical support to clinical staff and other members of the practiceteam when instructed

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

Duties and responsibilities:

The duties and responsibilities to be undertakenby members of the practice Reception/administration team may include any or all of theitems in the following list. Duties maybe varied from time to time under the direction of the seniorreceptionist/practice manager, dependent on current and evolving practiceworkload and staffing levels:

• Opening up/locking up of practice premisesand maintaining security in accordance with practice protocols
• Maintaining and monitoring the practiceappointments system
• Processing personal and telephone requestsfor appointments, visits and telephone consultations, and ensuring callersare directed to the appropriate healthcare professional
• Processing and distributing incoming (andoutgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing repeat prescriptions in accordancewith practice guidelines
• Computer data entry/data allocation and collation;processing and recording information in accordance with practiceprocedures
• Initiating contact with and responding torequests from patients, other team member and associated healthcareagencies and providers
• Providing clerical assistance to practicestaff as required from time to time, including word/data processing,filing, photocopying and scanning
• Dealing with clinical waste
• Provision of refreshments for staff andvisitors as required; keeping the kitchen area clean and tidy
• Keeping the reception area, notice-boards andleaflet dispensers tidy and free from obstructions and clutter

Confidentiality:

• In the course of seeking treatment, patientsentrust us with, or allow us to gather, sensitive information in relationto their health and other matters.They do so in confidence and have the right to expect that staffwill respect their privacy and act appropriately
• In the performance of the duties outlined inthis job description, the post-holder may have access to confidentialinformation relating to patients and their carers, practice staff andother healthcare workers. They mayalso have access to information relating to the practice as a businessorganisation. All such information from any source is to be regardedas strictly confidential
• Information relating to patients, carers,colleagues, other healthcare workers or the business of the practice mayonly be divulged to authorised persons in accordance with the practicepolicies and procedures relating to confidentiality and the protection ofpersonal and sensitive data

Health & safety:

The post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the practice health & safety policy, the practice health &safety manual, and the practice infection control policy and publishedprocedures. This will include:

• Using personal securitysystems within the workplace according to practice guidelines
• Identifying the risksinvolved in work activities and undertaking such activities in a way thatmanages those risks
• Making effective use oftraining to update knowledge and skills
• Using appropriateinfection control procedures, maintaining work areas in a tidy and safeway, free from hazards
• Actively reportinghealth and safety hazards and infection hazards immediately whenrecognised
• Keeping own work areasand general/patient areas generally clean, assisting in the maintenance ofgeneral standards of cleanliness consistent with the scope of the jobholders role
• Undertaking periodicinfection control training (minimum annually)
• Reporting potentialrisks identified
• Demonstrate due regard for safeguarding andpromoting the welfare of children.

Equality and diversity:

Thepost-holder will support the equality, diversity and rights of patients, carersand 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 andpolicies, 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 prioritiesand rights.

The post-holder will participate in any trainingprogramme implemented by the practice as part of this employment, with suchtraining to include:

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

Quality:

The post-holder will strive to maintain qualitywithin the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, eitherdirectly or under supervision
• Contribute to the effectiveness of the team by reflecting on ownand team activities and making suggestions on ways to improve and enhancethe teams performance
• Work effectively with individuals in other agencies to meetpatients needs
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effectivecommunication 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 communicationand respond accordingly

Contribution tothe implementation of services:

The post-holder will:

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

Person Specification

Qualifications

• GCSE grade A to C in English and Maths or equivalent

Experience

• Flexibility and Resilience - this is a fast paced and varied role.
• The ability to work with autonomy as well as part of a team.
• The desire to learn.
• Experience as a Receptionist or Administrator in General Practice or the NHS is desirable.
• Experience with SystmOne would be an advantage

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.

Depending on experienceFrom £12.23 per hour