Administrative Assistant à Grande-Bretagne

This is an important and interesting split role within the Patient Services Team. When you are working within our Reception area, for part of the week, you will be the first face our patients and visitors will see when they come to our busy Practice. Experience greeting customers and providing assistance with a broad variety of queries will be an important requirement.

We are looking for a someone who is positive, friendly and approachable and who enjoys a challenge. You would be joining a team of 9 other Patient Services Medical Receptionists, all of whom work part-time to ensure we can cover the hours our patients need us. This vacancy includes the requirement to support our back office function, for the remainder of the week, through Scanning and Workflow Administration. The role will truly give the successful applicant an overview of our end to end processes.

Reception - Responsible for a broad range of tasks throughout the Practice, including greeting and helping patients both on the telephone and face to face. Additionally:

Booking appointments and recalls ensuringsufficient information is recorded.

Respond to queries and requests forassistance from patients and visitors.

Advise patients of relevant charges forprivate services, accept payments and issue receipts.

Explain practice arrangements to new patients and those seeking temporary cover.

Ensure that new patient registration forms arecorrectly completed and are supported by all the necessary paperwork. Registerthe new patient on the system as quickly as possible

Ensure that Workflow and Tasks are dealt withaccurately, appropriately and as quickly as possible.

Administration - To maintain the computer clinical system in an accurate and secure manner

To scan all Third Party correspondence onto the clinical system

To workflow correspondence, received via all channels, to the Workflow Administrator and correctly file it into the patients' medical records

Monitor and action any tasks within the clinical system

To provide cover for members of the wider Patient Services Team during periods of sickness and annual leave as requested by your Line Manager

Everyone works hard at Galletly Practice and the team is extremely supportive, approachable and helpful. We enjoy tremendous support from our patients and we have a great reputation, locally. We have been rated 'Outstanding' at our most recent CQC Inspection, something we are all immensely proud of.

We're a close, hard working team and this job is a demanding one which gives a high level of job satisfaction at the end of a varied day!

Hours of work for this vacancy -Overall Total 34;

Reception (these hours are fixedand cannot be amended, due to cover needs)

Monday 8:00am until 5:30pm with 1hour for lunch

Tuesday 8:30am until 6:30pm with1 hour for lunch

Total 17.5 hours

Scanning and Workflow (thesehours can be worked across 2 or 3 days, to be agreed with the successfulcandidate)

Total 16.5 hours

The intention with this role isthat the successful candidate will flow between departments, based on wherethere is the greatest need. Certain times of the days in Reception are fixedand cannot be changed.

ThePractice is open from 8am to 6:30pm Monday to Friday.

We alsoprovide late surgeries, Monday to Thursday between 6:30pm and 8pm and thereforethere will be a requirement to cover annual leave, on a shared team basis, forthis extended access. This element is paid at time and a half from 6pm.

Welcomepatients and visitors to the Practice, ensuring they are properly checked-in,or signed in as appropriate, and know where to go

Directpatients to submit requests for assistance with both medical needs andadministration requests, via the NHS App or Bourne Galletly Medical PracticeWebsite, or complete requests on their behalf, where appropriate, using ourAccuRx Total Triage solution

Bookroutine nursing appointments and recalls ensuring sufficient information isrecorded

Receiveand make calls as required. Divert calls and take messages as appropriate,whilst ensuring that the practice procedure for confidentiality is followed atall times

Work incollaboration with Duty GP to manage incoming triage requests, quickly,accurately and effectively

Ensureefficiency of appointment system and monitor flow of patients through waitingrooms into consulting and treatment rooms

Respondto all queries and requests for assistance from patients and other visitors

Advisepatients of relevant charges for Non-NHS services, accept payments and issuereceipts

Ensurethat new patient registrations are correctly completed and are supported by allthe necessary paperwork and communications. Register the new patient on thesystem as quickly as possible and, in all cases, within pre-set deadlines

Ensurethat Workflow and Tasks and Emails are dealt with accurately and appropriatelyas quickly as possible

KeepReception and waiting areas clean and tidy

Pass oninformation regarding unresolved or urgent problems at the end of each workingday or at the end of duty

Adhereto full end of day procedures prior to departure, ensuring the Reception areaand wider building is secure

Ensurethat the computer database is kept up to date and accurate

Tomaintain the computer clinical system in an accurate and secure manner

Toreceive and dispatch Royal Mail and Hospital Mail maintaining an adequatepending system

To scan all Third Partycorrespondence onto the clinical system

To workflow correspondence, fromthe clinical system, to the Workflow Administrator and correctly file it intothe patients' medical records in SystmOne - move onto completion of simpleworkflow tasks in time

To workflow correspondence,received via the EDT system, to the Workflow Administrator and correctly fileit into the patients' medical records

Ensure correspondence, reports,results etc are filed in correct records

Monitor and action any taskswithin the clinical system

To receive incoming and initiateoutgoing telephone calls in order to facilitate timely and appropriatecommunications with others, taking messages and dealing with appropriatequeries

To provide cover for members ofthe wider Patient Services Team during periods of sickness and annual leave asrequested by your Line Manager

Whenretrieving and responding to internal and external emails, ensure this iscompleted in an appropriate manner adhering to Practice computer and emailpolicies at all times

Complywith Health and Safety requirements of the site at all times

AttendPractice team meetings and training sessions as and when arranged

Completemandatory training in line with expectations

Providecover across Patient Services, to support Medical Secretaries and otherAdministrative staff, as required, to include emergency evening cover thatarises due to unforeseen circumstances

Job Type: Part-time, Permanent

• On-site parking, where possible

Schedule:

• Monday to Friday

• Experience of working in a busy customer facing role both in person and on the telephone, including clerical or administrative functions, where a high level of customer service and satisfaction is achieved.
• Experience of SystmOne clinical system would be beneficial but not essential as full training will be provided.
• Confidence with Microsoft Office packages and and software would be helpful.

• GCSE equivalent in English and Maths

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.