About this role
Job summary
To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, supporting the administration team with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.
To support staff with 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.
Main duties of the job
Welcome patients & visitors to the PracticeAnswer incoming calls, transfer calls or dealing with callers requestsReceiving of patient samples & processing as per protocolBook appointments, maintain & monitor appointment systemProcess incoming & outgoing mailInitiate contact with & response to requests from patients, team members & external agenciesProcess referrals to external agencies such as District NursingProcess & support patient call & recall systemsFile & store records as requiredInput data into patients' healthcare recordsScanning of patient related documents & attaching to recordsExtracting data required from clinical correspondence & code the data into the patients' record on TPP SystmOne Clinical SystemManage all queriesMonitor & maintain work areas ensuring a clean, tidy & effective work area at all timesSupport clinical staff with general tasks as requestedProcessing of changes to patients registration, deduction of record & new patient registrationsMaintain effective security of data at all timesAssist with fault reportingEnsure new patients records are received electronically & imported onto the clinical systemSummarise patients notes when requestedProcess patient online applications as required
About us
We are a practice with around 6200 patients, there are 2 GP partners, 2 salaried GPs, 1 Advanced Nurse Practitioner, 3 Practice Nurses and a small Healthcare Assistant team.
We have a friendly, hard working admin team who support the clinical staff with the smooth running of the practice, answering calls, greeting patients at reception and processing referrals, amongst a wide range of other administrative duties.
Job description Job responsibilities
The successful candidates will provide professional, efficient, and friendly reception and administrative service to patients, clinicians, and practice staff. The post holder will act as the first point of contact for patients, ensuring excellent customer service while supporting the smooth day-to-day operation of the practice.
Person Specification
Qualifications Essential
GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above. Good standard of general education. Proficiency in Microsoft Office applications (Word, Outlook, Excel). Evidence of literacy and numeracy skills sufficient to perform administrative duties.
Desirable
NVQ Level 2 or 3 in Business Administration, Customer Service, or equivalent. Training in medical administration or healthcare reception. Knowledge of NHS systems (e.g., EMIS Web, SystmOne, Vision). Information Governance or GDPR training. Care Certificate or customer service qualification.
Experience Essential
Previous reception or administrative experience. Excellent communication and interpersonal skills. Strong organisational and time-management skills. Good IT skills, including Microsoft Office applications. Ability to work effectively in a busy environment. Professional and customer-focused approach. Ability to maintain confidentiality.
Desirable
Experience working in a GP practice, NHS, or healthcare setting. Knowledge of clinical systems such as EMIS Web, SystmOne, or Vision. Understanding of NHS services and healthcare terminology. Experience processing prescriptions or managing patient records.
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 West Quay Medical Practice
Address The Health Centre
Victoria Road
Hartlepool
TS26 8DF
United Kingdom
Employer's website https://www.westquaymedicalpractice.co.uk/ (Opens in a new tab)