Receptionist / Administrator

Shawbirch Medical Centre; Telford; On-site; GBP 20,000 - 25,000; Part time

Job summary

A local healthcare practice in Telford is seeking a dedicated receptionist to join their team, working 26 hours per week. The ideal candidate will have strong customer service skills, be computer literate, and have previous experience in a reception environment. Responsibilities include managing patient inquiries and supporting administrative tasks. Training on EMIS Web will be provided. Competitive benefits await the successful candidate.

Qualifications

• Experience of working in a reception environment.
• Experience dealing with the public/patients.
• Understanding of confidentiality.

Responsibilities

• Act as the first point of contact for patients.
• Manage patient queries and signpost to services.
• Perform various administrative duties.

Skills

Customer service skills

Computer literacy

Interpersonal skills

Education

Good standard of general education including GCSE grade A-C in English and Maths

Tools

EMIS Web medical software

Microsoft Office

Job description

Shawbirch Medical Centre is looking for a new receptionist.

We are excited to offer a fantastic opportunity to join our reception team. Be part of our journey and join our busy, but friendly reception team, supporting the clinicians to run an efficient, caring general practice.

We are looking for a flexible, enthusiastic and experienced Receptionist to join our friendly practice team for 26 hours per week. Acting as the practices first point of contact the ability to sign post patients to the correct service/healthcare professional is imperative. The successful candidate will be a highly organised, motivated individual, who is computer literate with strong customer service skills. Previous health service experience and knowledge of EMIS Web medical software would be an advantage, although training will be provided.

Hours of work will be Tuesday 12pm - 6pm, Wednesday 12pm - 6pm, Thursday 8am - 1pm and Friday 8am - 6pm. However the candidate may be required to provide cover between 7.45am and 6.30pm Monday - Friday for sickness and annual leave.

Main duties of the job

Providing a point of contact and acting as afocal point of communication between patients, doctors and other practicestaff.

Receiving patients and monitoring the flow ofpatients into the consulting rooms.

Responding quickly to all queries and requestsfor assistance from patients and visitors.

Monitoring and actioning emails and computerisedmessages, receiving incoming telephone calls including dealing with requestsfor home visits, receiving and making calls ensuring accurate recording ofmessages, and signposting patients to the appropriate service.

To have a thorough knowledge and work inaccordance of all practice policies and procedures.

Any other tasks allocated by the Management Team

About us

We are a dedicated friendly innovative trainingpractice with a compliment of healthcare professionals: 6 GP Partners, 1 ANP Partner, 7 Salaried GPs, 1 Registrar, 6 AdvancedNurse Practitioners, 3 Practice Nurses, and 1 Nurse Associate and 1 HCA working with our Receptionand Administrative Team.

We strive to provide an efficient, effectiveteam who project a positive and friendly image to assist to our patients inensuring they receive the best possible care.

Job responsibilities

REPORTS TO: RECEPTIONTEAM LEADER / OFFICE MANAGER

Job summary:

The purpose of the role is to:

Offer general 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 the practice,including the provision of secretarial and clerical support to clinical staffand other members of the practice team

Facilitateeffective communication between patients, members of the primary health careteam, secondary care and other associated healthcare agencies

Dutiesand responsibilities:

The duties and responsibilities to beundertaken by members of the practice administration team may include any orall of the items in the following list.Duties may be varied from time to time under the direction of theReception Team Leader/ Office Manager, dependent on current andevolving practice workload and staffing levels:

• Opening up/locking up of practicepremises and maintaining security in accordance with practice protocols
• Processing face-to-face and telephonerequests for appointments, visits and telephone consultations, andensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming(and outgoing) mail
• Taking messages and passing oninformation
• Filing and retrieving paperwork
• Processing repeat prescriptions inaccordance with practice guidelines
• Computer data entry/data allocation andcollation; processing and recording information in accordance with practiceprocedures
• Initiating contact with and respondingto requests from patients, other team members and associated healthcareagencies and providers
• Providing clerical assistance to practicestaff as required from time to time, including word/data processing,filing, photocopying and scanning
• Ordering, re-ordering and monitoring ofstationery and other supplies
• Dealing with clinical waste
• Keeping the reception area,notice-boards and leaflet dispensers tidy and free from obstructions and clutter

Confidentiality:

• In the course of seeking treatment,patients entrust us with, or allow us to gather, sensitive information inrelation to their health and other matters. They do so in confidence and have theright to expect that staff will respect their privacy and actappropriately
• In the performance of the dutiesoutlined in this job description, the post-holder may have access toconfidential information relating to patients and their carers, practicestaff and other healthcare workers.They may also have access to information relating to the practiceas a business organisation. All such information from any source isto be regarded as strictly confidential
• Information relating to patients,carers, colleagues, other healthcare workers or the business of the practicemay only 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 willassist in promoting and maintaining their own and others health, safety andsecurity as defined in the practice health & safety policy, the practicehealth & safety manual, and the practice infection control policy andpublished procedures. This will include:

• Using personal security systems within the workplaceaccording to practice guidelines
• Identifying the risks involved in work activitiesand undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledgeand skills
• Using appropriate infection control procedures,maintaining work areas in a tidy and safe way, free from hazards
• Actively reporting health and safety hazards andinfection hazards immediately when recognised
• Keeping own work areas and general/patient areasgenerally clean, assisting in the maintenance of general standards ofcleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training(minimum annually)

Equality and diversity:

The post-holder will support the equality,diversity and rights of patients, carers and colleagues, to include:

• Actingin a way that recognises the importance of peoples rights, interpretingthem in a way that is consistent with practice procedures and policies,and current legislation
• Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behavingin a manner that is welcoming to and of the individual, is non-judgmentaland respects their circumstances, feelings priorities and rights.

The post-holder will participate in anytraining programme implemented by the practice as part of this employment, withsuch training to include:

• Participationin an annual individual performance review, including takingresponsibility for maintaining a record of own personal and/orprofessional development
• Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork

Quality:

The post-holder will strive to maintainquality within the practice, and will:

• Alertother team members to issues of quality and risk
• Assessown performance and take accountability for own actions, either directlyor under supervision
• Contributeto the effectiveness of the team by reflecting on own and team activitiesand making suggestions on ways to improve and enhance the teamsperformance
• Workeffectively with individuals in other agencies to meet patients needs
• Effectivelymanage 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 teammembers
• Communicate effectively with patientsand carers
• Recognise peoples needs for alternativemethods of communication and respond accordingly

Contribution to theimplementation of services:

The post-holder will:

• Applypractice policies, standards and guidance
• Discusswith other members of the team how the policies, standards and guidelineswill affect own work
• Participatein audit where appropriate

Person Specification

Experience

• Experience of working in a reception environment
• Experience of Microsoft Office software
• Experience of dealing with the public/patients
• Experience of working in a GP Practice reception environment
• Experience of EMIS Web clinical system

Qualifications

• Good standard of general education including GCSE grade A-C in English and Maths (or equivalent)

Knowledge / Skills

• Excellent keyboard and computer skills
• Excellent interpersonal and communication skills

Qualities / Attributes

• Team player
• Able to work under pressure
• An understanding of the need for strict confidentiality

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.