About this role
Job summary
Hourly Rate £12.21
22.5 hours a week
Candidates must be computer literate, knowledge of the Vision clinical system would be beneficial but full training can be provided. Good telephone manner however is essential preferably with previous experience in a surgery or NHS environment would be advantageous. Duties mainly include answering the telephone, reception desk, booking appointments, patient follow up for test results, processing of incoming correspondence. The position is part time and can we worked over 4 days, our hours are
8 am - 6.30 pm Monday - Friday.
Main duties of the job
Maintain and monitor the practice appointment system
Process personal, telephone, and e-requests for appointments
Answer incoming phone calls, transferring calls, or dealing with the callers requests appropriately
Initiating contact with and responding to, requests from patients, team members, and external agencies
Data entry of new and temporary registrations and relevant patient information as required
Manage all queries as necessary in an efficient manner
Monitor and maintain the reception area and notice boards
Provide general administrative support such as scanning, copying, supporting clinical team, etc
The role will give you a high level of exposure to many administrative tasks as you work closely with the practice team and is the perfect role for a talented administrator/receptionist who is keen to take on a new challenge within a fast paced environment.
Schedule
Day shift
Monday to Friday
Experience:
Primary Care: 1 year (required)
Reception: 1 year (preferred)
About us
Fairfield Surgery is an 8,300 patient GMS practice based in the Port Talbot Resource Centre with a friendly administrative team. There are 3 GP Partners with a clinical team of Practice Pharmacist, Practice Nurses and a Health Care Worker. Supported by a community team of District Nurses, Midwives and Health Visitors.
Our vision is to offer excellent medical care in accordance with best practice taking care to support all our staff.
We offer:
Modern purpose-built surgery
Free parking
Good working conditions
NHS Pension scheme
Please visit Practice website
Job description Job responsibilities
To provide administrative support and services to all members of the practice team.
Job responsibilities
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide 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
Management of appointment system
Ensure total familiarity with appointment systems including regular and incidental variations
Book appointments and recalls ensuring sufficient information is recorded
Monitor flow of patients into the waiting room
Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
Deal with all general enquiries, explain procedures and make new and follow-up appointments.
Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.
Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
Enter requests for home visits onto the triage screen, ensuring to carefully record all relevant details and referring to duty doctor where necessary.
Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.
Enter patient information on to the computer as required.
Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.
Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date and actions requested within the following system are dealt with in a timely manner.
o Mail Manager
o Daybook
o Docman
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Actively reporting of health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare of children.
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 importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication
The post-holder should recognise the importance of 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 methods of 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 the policies, standards and guidelines will affect own work
Participate in audit where appropriate
Person Specification
Experience Essential
Excellent customer service skills with a courteous and friendly demeanour Excellent IT skills and solid knowledge Microsoft Outlook experience (Excel, Word, Outlook emails, etc.)
Desirable
About You - Excellent communication and interpersonal skills - Strong IT and administrative abilities - Ability to multitask and remain calm under pressure - Previous experience in a healthcare or customer service setting is desirable
ADDITIONAL CRITERIA Essential
Essential Strong communication and interpersonal skills both written and verbal Ability to remain calm under pressure and work in a fast-paced environment Competent IT skills, including use of MS Office and patient record systems Empathy, discretion, and a patient-focused approach Ability to work both independently and as part of a team
Desirable
Experience working in a healthcare or customer service setting Knowledge of local health, care, and voluntary services Experience using VISION or EMIS clinical system Understanding of care navigation or signposting frameworks (e.g Health Education England's competency framework) How to Apply Please send your CV and a brief cover letter to Practice Manager, Fairfield Surgery.
Qualifications Essential
GCSE level A-C achieved or equivalent
Desirable
Good standard of qualifications required
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name GP Practice in Wales
Address Primary Care Resource Centre
Fairfield Medical Centre
Moor Road
PORT TALBOT
West Glamorgan
SA12 7BJ
United Kingdom
Employer's website https://gpwales.co.uk (Opens in a new tab)