About this role
Job summary
To work as an active member of the Reception and Administration team, undertaking a wide range of reception, administrative and patient-facing duties while completing the requirements of the apprenticeship. The post holder will provide a polite, professional and efficient service to patients, clinicians and the wider practice team. The role will provide structured opportunities to develop skills and knowledge in general practice administration, patient services, information governance and practice systems.
Main duties of the job
Key Duties and Responsibilities
Provide a professional, friendly and efficient reception and administrative service to patients, clinicians and colleagues. Duties include using EMIS Web, NHSmail and practice systems; booking and managing appointments; answering telephone calls and reception enquiries; accurately recording and actioning messages and EMIS tasks; processing data, scanning and workflowing documents; managing incoming records; and dealing with post, emails and correspondence.
Assist with repeat prescriptions, GP Links, patient registrations, referrals and private work requests. Support Patient Access Requests, including requests for medical records, in line with practice procedures and confidentiality requirements. Assist with practice audits, data collection and administrative projects.
Maintain confidentiality and comply with GDPR, Information Governance, safeguarding, health and safety and practice policies. Develop an understanding of IGPR and secure handling of patient information.
Maintain a high standard of work, seek guidance when needed and actively develop skills through the apprenticeship.
Complete the apprenticeship qualification and required training, including off-the-job learning and protected study time. Maintain evidence of learning, complete assessments and participate in reviews with the practice and training provider.
About us About Briarwood Medical Centre
Briarwood Medical Centre is a friendly, supportive and forward-thinking GP practice based in Ashton-on-Ribble, Preston. Following a recent refurbishment, we offer a modern, welcoming environment for both our patients and staff.
We are an established GP teaching and training practice, committed to education, learning and professional development. We support GP trainees, FY doctors and medical students, creating a positive environment where learning and teamwork are encouraged.
Our multidisciplinary team works together to provide high-quality, patient-centred care and a wide range of general practice services. We pride ourselves on being approachable, professional and supportive, with teamwork at the heart of our practice.
We are looking for an enthusiastic Apprentice Reception & Administrator to join our team. This is an excellent opportunity for someone looking to start a career in healthcare administration while gaining valuable practical experience within a busy GP practice and working towards a recognised apprenticeship qualification.
The successful applicant will receive support throughout their apprenticeship and develop skills across reception, administration, patient services, information governance, practice systems and the day-to-day running of a modern GP practice.
Job description Job responsibilities
Job Summary
To work as an active member of the Reception and Administration team, undertaking a wide range of reception, administrative and patient-facing duties while completing the requirements of the apprenticeship. The post holder will provide a polite, professional and efficient service to patients, clinicians and the wider practice team. The role will provide structured opportunities to develop skills and knowledge in general practice administration, patient services, information governance and practice systems.
Key Duties and Responsibilities
Promote a positive, professional and welcoming image of Briarwood Medical Centre at all times.
Be pleasant, courteous and respectful to patients, visitors, colleagues and other healthcare professionals.
Work proactively as part of the Reception and Administration team and support colleagues as required.
Work to a consistently high standard, take responsibility for learning and seek to improve skills and abilities.
Ask for help or guidance whenever unsure of a process, task or appropriate course of action.
Attend and participate fully in apprenticeship training, supervision, learning activities and practice training opportunities.
Develop and maintain appropriate computer skills, including use of EMIS Web, NHS mail and other practice systems.
Make, cancel and rearrange patient appointments in accordance with practice procedures and appointment protocols.
Answer incoming telephone calls professionally and politely, dealing with patient and healthcare professional enquiries appropriately.
Receive patients at reception, assist with queries and direct patients to the appropriate service or member of staff.
Record messages accurately and ensure appropriate follow-up action is completed.
Monitor and action tasks received through EMIS Web and other agreed communication systems.
Assist with accurate data entry onto EMIS Web in line with agreed practice protocols.
Scan, workflow and file incoming clinical and administrative documents onto EMIS Web accurately and promptly.
Process incoming patient records and associated documentation, ensuring records are handled securely and appropriately.
Communicate internally and externally by telephone, NHS mail/email, post and other approved methods.
Monitor and deal with incoming emails, forwarding, responding to or actioning messages as appropriate and within agreed timescales.
Carry out general office duties including opening and distributing post, photocopying, filing and ordering stationery and office supplies.
Assist with the accurate and efficient processing of repeat prescription requests in accordance with practice procedures.
Undertake daily preparation of clinical rooms and support the smooth running of the practice environment.
Assist with GP Links, including appropriate amendment, deduction and management of patient records in accordance with practice procedures.
Assist with patient registrations, including processing registration documentation, updating patient details and ensuring information is entered accurately onto practice systems.
Assist with patient access requests, including requests for copies of medical records, in accordance with practice procedures, confidentiality requirements and relevant timescales.
Assist with private work requests, including processing and recording requests, liaising with patients and clinicians, and ensuring work is handled in accordance with practice procedures.
Assist with referrals to primary and secondary care, including administrative processing, monitoring and follow-up as directed.
Support practice audits by collecting information, maintaining accurate records and assisting with administrative follow-up as required.
Develop an understanding of Information Governance and support the practice in maintaining confidentiality, data security and appropriate handling of patient information.
Work in accordance with practice policies relating to confidentiality, GDPR, safeguarding, information governance, health and safety and infection prevention and control.
Be aware of the practice safeguarding policy for children and adults and follow the relevant responsibility flowchart, escalating concerns promptly to the appropriate person.
Undertake ad hoc projects and administrative tasks as directed by the Practice Manager or Deputy Practice Manager.
Be flexible and willing to assist other areas of the practice during busy periods or to provide cover for unplanned absence, including supporting the reception team.
Apprenticeship & Learning Responsibilities
Work towards and complete the agreed apprenticeship qualification and associated learning programme.
Attend off-the-job training and protected learning time as required by the apprenticeship programme.
Maintain an apprenticeship portfolio/evidence of learning and complete assignments and assessments within agreed timescales.
Apply learning from the apprenticeship programme to day-to-day duties within the practice.
Participate in regular reviews with the practice and apprenticeship training provider.
Take responsibility for personal development and raise any learning or support needs with the appropriate manager.
Confidentiality & Information Governance
The post holder will have access to confidential patient, staff and practice information. They must maintain strict confidentiality at all times and comply with practice policies and procedures, including GDPR, Information Governance, NHS confidentiality requirements and the practice's information security arrangements. Any concerns or suspected breaches must be reported promptly to the appropriate manager.
General Responsibilities
This job description is intended to provide an outline of the key tasks and responsibilities of the post and is not exhaustive. There may be other duties required of the post holder that are commensurate with the position. Responsibilities may be amended following discussion with the post holder to reflect the development of the role, the practice and the apprenticeship programme. All members of staff should be prepared to take on additional
duties or relinquish existing duties as required to maintain the effective running of the practice. Flexibility is therefore an important requirement of the role.
Job Description Review: This job description will be reviewed periodically and may be updated in line with the needs of the practice.
Person Specification
Person Specification Essential
Good verbal and written communication skills; polite and professional manner. Able to work as part of a team and support colleagues. Willingness and ability to learn practice computer systems and Microsoft Office. Able to organise tasks, follow procedures and meet deadlines. Committed to completing the apprenticeship and developing new skills. Understands the importance of confidentiality and handling information appropriately. Able to remain polite, calm and professional when dealing with patients.
Desirable
Previous customer service experience. Experience working in a healthcare or office team. Experience of EMIS Web, NHS mail or similar systems. Previous administrative experience. Experience of workplace learning or training. Previous experience handling confidential information. Previous reception or healthcare experience.
Employer details Employer name Briarwood Medical Centre
Address 514 Blackpool Road
Ashton
Preston
PR2 1HY
United Kingdom
Employer's website http://www.briarwoodmedicalcentre.nhs.uk/ (Opens in a new tab)