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Thornbrook Surgery are looking for an enthusiastic and experienced administrator to join our friendly, expanding administration team. The role is varied and would suit a dynamic person who enjoys a challenge and works well in a strong team as well as managing to work patient facing independently.

The job is initially to cover maternity leave with a view to being extended. Currently offering up to 22 hours, part time hours working days Tuesday, Thursday and Friday.

Interview dates will be week commencing 15th December.

The duties and responsibilities to be undertaken by members of the practice administration and reception team vary and along with standard parts of the role will include additional responsibilities, personal to each staff member. Duties may be varied from time to time under the direction of the office manager/practice manager, dependent on current and evolving practice workload and staffing levels. Standard aspects of the role include answering the telephone, booking appointments, assisting patients with queries, assisting clinicians, manning reception and dealing with prescriptions.

Thornbrook Surgery is forward thinking practice with a dedicated team of clinicians and admin staff providing quality primary care services. Thornbrook Surgery is a rural three partner training practice caring for over 9,500 patients. The practice is situated in the High Peak of Derbyshire, on the edge of the Peak District National Park with easy transport routes available to the surgery. We offer a busy and varied environment, negotiable hours and salary along with NHS pension and generous annual leave entitlement.

Job responsibilities

Basic Duties include but are not limited to:

• Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
• Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
• Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team
• Assigning
• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies
• Maintaining and monitoring the practice appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Clearing and re-stocking of consulting rooms as required
• Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
• Ordering, re-ordering and monitoring of stationery and other supplies
• Dealing with clinical waste
• Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
• Any other duties deemed suitable to the post and agreed between the post holder and the Reception manager.
• Processing repeat prescriptions in accordance with practice guidelines.
• Assisting with Covid Vaccine clinics including invites, telephone calls, booking appointments and assisting with vaccine clinics

• GCSE Grade A - C / 9 - 5 in English and Maths
• NVQ or similar in Administration

• Excellent interpersonal and communication skills

• Experience of manning a reception
• Experience of working on busy telephones
• Experience of NHS/Primary Care
• Experience of conflict resolution

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.