Receptionist / Administrator

The Grove Medical Centre; Swansea; On-site; GBP 12,000 - 15,000; Part time

Job summary

The Grove Medical Centre in Swansea is seeking a flexible Receptionist/Administrator to join our friendly team at the main site and The Marina Surgery branch. The role focuses on general reception duties and administrative support to maintain efficient patient care.

We offer 24 hours across 3 days per week with additional ad hoc hours likely. Full training will be provided, and experience in primary care is advantageous for this position.

Qualifications

• Office experience is desirable.
• Experience working in a Primary Care setting is advantageous.
• Full training and mentoring will be provided.

Responsibilities

• Open / close the surgery in the mornings / evenings.
• Answer telephone calls from patients, other health professionals and members of the public.
• Book appointments for patients.
• Process requests received on our AskmyGP system and care navigate as appropriate.
• Register new patients and deduct leaving patients.
• Organise prescriptions to be signed by GPs both by hand and electronically.
• Open and process mail that is received by the practice.
• Process documents received via the Welsh Clinical Communications Gateway (WCCG).
• Make urgent blood test appointments on behalf of the GPs.
• Check adequate supply of stationery / stock in consulting rooms and replenish as necessary.

Skills

Office experience

Customer service

Telephone handling

Tools

AskmyGP system

WCCG

Job description

We are seeking anadditional Receptionist / Administrator to join our friendly team based at The Grove MedicalCentre and our branch site, The Marina Surgery. We deliver a high standard of careto the local population, with a list size of approximately 8,800 patients.

We are looking for an enthusiastic, flexible and motivated individual to joinour busy administrative team. Office experience is desirable and experienceworking in a Primary Care setting is advantageous. However, full training andmentoring will be provided.

We are looking to employ a new member of staff for a total of 24 hours (3 days) per week. However, additional ad hoc hours are likely to be available most weeks due to staff annual leave.

Main duties of the job

The main duties of the role are as follows:

• Open / close the surgery in the mornings / evenings.
• Answer telephone calls from patients, other health professionals and members of the public.
• Book appointments for patients.
• Process requests received on our askmyGP system and care navigate as appropriate.
• Register new patients and deduct leaving patients.
• Organise prescriptions to be signed by GPs both by hand and electronically.
• Open and process mail that is received by the practice.
• Process documents received via the Welsh Clinical Communications Gateway (WCCG).
• Make urgent blood test appointments on behalf of the GPs.
• Check adequate supply of stationery / stock in consulting rooms and replenish as necessary.
• Attend practice nights out!

About us

We are a medium-sized practice with a list of approximately 8,800 patients based across a broad area of Swansea. Our clinical team consists of 5 GP partners, 3 salaried GPs and a varying number of GP trainees. Our nursing team consists of 2 nurses and 1 healthcare assistant. Our admin team is made up of 13 members of staff including our practice manager and deputy practice manager.

We are a hard-working but friendly team who pride ourselves on providing the best service possible to our patients. Our salary and holiday scheme is largely based upon the NHS 'Agenda for Change' system which means that our benefits are in line with NHS staff working within secondary care. All our staff are automatically entered into the NHS Pension Scheme.

Job responsibilities

Job Summary:

Thepurpose of the role is to:

• Offergeneral assistance to the Practice team and project a positive and friendlyimage to patients and other visitors, either in person or via the telephone
• Receive,assist and direct patients in accessing the appropriate service or healthcareprofessional in a courteous, efficient and effective way
• Undertakea variety of administrative duties to assist in the smooth running of thePractice which may include the provision of secretarial and clerical support toclinical staff and other members of the Practice team
• Facilitateeffective communication between patients, members the primary health care team,secondary care and other associated healthcare agencies

Duties andResponsibilities:

Theduties and responsibilities to be undertaken by members of the Practiceadministration team may include any or all of the items in the followinglist. Duties may be varied from time totime under the direction of the Practice Manager or Deputy Practice Manager,dependent on current and evolving Practice workload and staffing levels:

• Openingup / locking-up of Practice premises and maintaining security in accordancewith Practice protocols when on rota
• Maintainingand monitoring the Practice electronic appointments system request system (askmyGP)
• Care navigating patients to the appropriate clinician or external agency
• Processing face-to-face and telephone requests for appointments, home visits andtelephone advice calls and ensuring callers are directed to theappropriate healthcare professional
• Processingand distributing incoming (and outgoing) mail
• Takingmessages and passing on information
• Filingand retrieving paperwork
• Processingrepeat prescriptions in accordance with Practice guidelines
• Computerdata entry / data allocation and collation; processing and recordinginformation in accordance with Practice procedures
• Initiatingcontact with and responding to requests from patients, other team memberand associated healthcare agencies and providers
• Re-stockconsulting rooms with forms as required
• Providingclerical assistance to Practice and Trust staff as required from time totime, including word / data processing, filing, photocopying and scanning
• Ordering,re-ordering and monitoring of stationery and other supplies if required
• Keepingthe reception area, notice boards and leaflet dispensers tidy and freefrom obstructions and clutter as necessary

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidenceand have the right to expect that staff will respect their privacy and actappropriately

Inthe performance of the duties outlined in this Job Description, thepost-holder may have access to confidential information relating topatients and their carers, Practice staff and other healthcareworkers. They may also have accessto information relating to the Practice as a business organisation.All such information from any source is to be regarded as strictlyconfidential

Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist inpromoting and maintaining their own and others health, safety and