About this role
Job summary
If you enjoy working in a busy environment and in a role that has plenty of opportunities to help people this is the job for you. We are increasing our reception/admin team and are looking for individuals who are great communicators, enjoy challenges and are hard working.
Successful candidates will be taking care of front of house by meeting and greeting patients, colleagues and visitors.
You will also be part of the team answering busy phone lines and email enquiries and providing support to our clinical team helping them manage their daily tasks.
You will need to be comfortable working as a member of the team and also, for some of the time, working autonomously.
Appropriate office attire is expected at all times and uniform blouses/shirts will be provided
Main duties of the job
Successful candidates will be able to work a variety of shifts.
Experience in using multiple Information Technology (IT)packages would be ideal, but as a starting point we are looking for people with a proven track record in using Microsoft Office software and email.
Team members need to be able to multi-task; take down and pass on information clearly and accurately and possess a calm approach when carrying out their duties.
About us
We are a busy practice set in the Bannau Brycheiniog (Brecon Beacons) National Park, made up of 7 doctors; 5 nurses and 2 Healthcare Assistant.
The reception/admin team are 10 in total and are the "engine room" of the practice. The team care passionately about helping the doctors, nurses and patients and we work hard to complete our busy daily agenda of tasks whilst trying to have some fun along the way
Job description Job responsibilities
Job Summary
To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, patient registration, booking appointments, processing of information (electronic and hard copy) and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
Key Tasks:
Welcome patients and visitors to the Surgery in a courteous manner projecting a positive and friendly image
Providing general information, assistance and direction to patients in assessing appropriate services
Answering the telephone and transfer calls to the appropriate healthcare professional
Processing personal and telephone requests for appointments, visits and consultations
Maintaining and monitoring the practice appointment system as per the practice protocol
Registering new patients and ensuring all necessary information is obtained and entering electronically including identification checks
Updating patients medical records as required
Filing, emailing, photocopying and scanning organisational documents and records
Using Docman (patient document management system) to scan and code correspondence
Facilitating effective communication between patients, members of the extended health care team and visitors
Processing repeat prescriptions in accordance with practice guidelines
Checking, filing and issuing prescriptions to patients and resolving any issues patients may have in relation to a prescription request
Assisting in typing referrals and reports together with processing referrals through the e-referral system
Assisting in processing non-NHS work such as insurance reports
Reporting any problems with the premises, medical equipment or running of the practice to the Manager
Ensuring reception areas, noticeboards, entrance remains tidy and welcoming
Following practice policies, procedures and protocols
Undertaking any other administrative duties that may arise from time to time to assist in the smooth running of the practice
Abiding by all legislation in relation to patient information, data protection and confidentiality
This list is not exhaustive and gives a broad flavour of what type of work can be expected to be carried out in a GP surgery.
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 the 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 many 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, to include:
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
Reporting potential risks identified
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 which 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 your 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
Attendance at Protected Learning Team events
Person Specification
Qualifications Essential
Essential Educated to GCSE level or equivalent
Desirable
Desirable GCSE Mathematics & English (C or above)
Experience Essential
Essential Experience of working with the general public
Desirable
Experience of administrative / receptionist duties Experience of working in a health care setting
Knowledge & Skills Essential
* Excellent communication skills (written and oral) *Strong IT skills *Clear, polite telephone manner *Competent in the use of Office and Outlook *Effective time management (Planning & Organising) *Ability to work as a team member and autonomously *Good interpersonal skills *Problem solving & analytical skills *Ability to follow policy and procedure
Desirable
Knowledge of using EMIS Web
Personal Qualities Essential
Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure
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.
Employer details Employer name Crickhowell Group practice
Address War Memorial Health Centre
Beaufort Street
Crickhowell
Powys
NP8 1AG
Employer's website https://www.crickhowellhealthcentre.org.uk/ (Opens in a new tab)