Receptionist/Administrator

Mill Road Surgery; Sheffield; On-site; GBP 40,000 - 60,000; Part time

Job summary

A healthcare practice in Sheffield is seeking a part-time GP Receptionist/Administrator. The role involves supporting patients, managing appointments, and performing clerical duties. Ideal candidates will have experience in customer service, strong communication skills, and the ability to maintain confidentiality. This position offers competitive pay of £12.21 per hour, increasing in line with the national minimum wage.

Qualifications

• Experience in customer service and communication.
• 1 year of experience dealing with the public.
• Experience with clinical computer systems preferred.

Responsibilities

• Receive and assist patients accessing services.
• Handle administrative queries with professionalism.
• Manage appointments and patient data entry.
• Maintain confidentiality and tackle patient issues with care.

Skills

Customer Service

Communication

Interpersonal skills

Ability to maintain confidentiality

Basic IT skills

Organizational skills

Empathy

Flexibility

Education

5 GCSEs grade A to C including English and Maths

Tools

SystmOne

Job description

We are looking for one part-time GP Receptionist/Administrator to join our friendlypractice team working 15hrs a week. Applicants would ideally have experience of working in apatient/public environment, have good telephone and keyboard skills, enjoy avaried job role, and be flexible in covering for colleagues duringabsence.

Main duties of the job

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

Provide general assistance to the practice teamand project a positive and friendly image to patients and other visitors,either in person or via the telephone.

About us

Mill Road Surgery is a friendly, forward-thinking practice,committed to delivering high quality care forour c.5500 patients and benefitting from having a strong and supportive team ofstaff. Our current nursing team consists of 2 Practice Nurses, 1 NurseAssociate and 1 Healthcare Assistant. The Surgery is an active member ofNetwork North PCN. We are situated in the North of Sheffield, in an attractivepurpose-built surgery with convenient access to junction 35 of the M1.

Job responsibilities

Reception Duties

Ensure that all patients and visitors atreception and telephone callers to the practice are greeted professionally andpolitely.

Answer all incoming phone calls from patientsand other healthcare professionals. Navigate them to the appropriate clinician,and/or take and pass on messages.

Deal with administrative queries and requestsfrom patients and act as liaison with the clinicians as necessary.

Make, cancel, or rearrange appointments via theclinical system.

Support and assist clinicians as required.

Arrange interpreters as necessary.

Ensure up to date patient information isrecorded.

Keeping tidy the workspace and waiting area.

Each evening, perform the lockdown procedure,set alarms, and lock premises.

Monitoring of the recall system

Ensuring equipment on loan to patients isrecorded and returned, and the equipment is cleaned fully and is fullyfunctional.

Clerical Duties

Ensure that repeat prescriptions are doneaccurately and efficiently following protocol.

Open, stamp and scan practice post as instructedfollowing our Workflow Protocol

File electronic scanned documents intocomputerised record i.e., medical documents, hospital reports and letters asnecessary.

Retrieve paper notes from storage unit asrequested.

Photocopy documents as required.

Action tasks set by clinicians via the clinicalsystems and email.

Deal with ad-hoc requests from other members ofthe Primary Health Care Team.

Data Duties

Registration and documentation of new patientsand temporary residents to the practice.

Ensure new patient checks are booked in

Updating pts details on the clinical system

Completion of tasks

Review and action test results when required

Read coding medical data into clinical systemand computerised medical record of patient.

Set up and run clinical searches

To provide and maintain information required forpublic health targets. This will include data checking and liaising with theclinical team to improve performance.

Take part in practice performance related torecalls for patients. This will include maintaining an up-to-date register andworking on improvement

General Duties

Be involved generally in the maintaining andencouraging of adequate security measures e.g., locking doors, setting securityalarm where relevant.

Leave desk tidy at the end of each day.

Maintain the Health and Safety of all staff,patients, and visitors.

Always ensure confidentiality, only releasingconfidential information obtained during employment to those acting in anofficial capacity with the agreement of the Practice Manager.

Comply and familiarise yourself with thePractices policies and procedures.

Carry out any other duties as reasonablyrequested by the Clinicians or Practice Management Team.

Confidentiality

While seeking treatment, patients entrust uswith, or allow us to gather, sensitive information in relation to their healthand other matters. They do so in confidence and have the right to expect thatstaff will 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 and otherhealthcare workers. They may also have access to information relating to thepractice as a business organisation. All such information from any source is tobe regarded as strictly confidential

Information relating to patients, carers,colleagues, other healthcare workers or the business of the practice may onlybe divulged to authorised persons in accordance with the practice policies andprocedures relating to confidentiality and the protection of personal andsensitive data.

Health and Safety

The post-holder will assist in promoting andmaintaining their own and others health, safety and security as defined in thepractice Health and Safety Policy, to include:

Using personal security systems within theworkplace according to practice guidelines

Identifying the risks involved in workactivities and undertaking such activities in a way that manages those risks

Making effective use of training to updateknowledge and skills

Using appropriate infection control procedures,maintaining work areas in a tidy and safe way and free from hazards

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 importanceof peoples rights, interpreting them in a way that is consistent with practiceprocedures and policies, and current legislation

Respecting the privacy, dignity, needs andbeliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to andof the individual, is non-judgmental and respects their circumstances, feelingspriorities and rights.

To raise any Safeguarding concerns, you may haverelating to any patient to our Safeguarding Leads or Deputies.

Personal and Professional Development

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

Participation in an annual individualperformance review, including taking responsibility for maintaining a record ofown personal and/or professional development

Taking responsibility for own development,learning and performance and demonstrating skills and activities to others whoare undertaking similar work.

Quality

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

Alert other team members to issues of qualityand risk

Assess own performance and take accountabilityfor own actions, either directly or under supervision

Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the teams performance

Work effectively with individuals in otheragencies to meet patients needs

Effectively manage own time, workload, andresources.

Communication

The post-holder should recognise the importanceof 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 methodsof 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 thepolicies, standards and guidelines will affect own work

Participate in audit where appropriate.

Person Specification

Experience

• Experience on Customer Service & communication
• 1 years Experience of dealing with the public
• Experience of clinical computer system SystmOne

Skills

• Ability to demonstrate a methodical, organised, and flexible approach to work.
• Ability to organise and prioritise workloads.
• Effective listening, verbal, and written communication skills.
• Excellent interpersonal and customer service skills, with the ability to communicate effectively with a diverse range of people, establishing and maintaining effective working relationships.
• Ability to always maintain a high level of confidentiality and discretion.
• Caring and empathetic approach to handling patient issues & complaints
• Flexible and reliable
• A mature and professional manner.
• Ability to learn quickly about the business and a willingness to learn.
• Ability to remain calm under pressure.
• Basic IT skills

Qualifications

• 5 GCSEs grade A to C including English and Maths

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.

£12.21 an hourWill rise in line with national minimum wage