About this role
Job summary
We are looking to appoint a Receptionist/Administrator to join our busy GP Practice, who will be the first point of contaqct for arranging patient clinic, liasing with clinical and admin staff together with patients, as well as carrying out general office management tasks. You will have a good telephone manner and experience of booking appointments proving strong organisational skills. You will have excellent communication skills, compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working in our clinical and administration teams.
Main duties of the job
Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those in the wider community. The role is for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality. This role is not intended to be exhaustive.
About us
The Practice has a good well established Practice Team, with excellent work ethics, who support each other and clinicians alike in our extremely busy working environment. We have a list size of 13,00 patients. The Practice has 6 Clinical Practitioner's, 2 Practice Nurses, 1 GP Assistant and 1 Healthcare Assistant. Alongside our employed staff we have a First Contact Practitioner, Midwife, Clinical Pharmacists and Social Prescriber. Through our extended access we have access to Podiatrists and Occupational Therapy Team, GP Appointments, ANP Appointments, Pharmacist Appointments and Mental Health Team Appointments.
Job description Job responsibilities
RECEPTIONIST/ADMINISTRATOR JOB DESCRIPTION
JOB SUMMARYWe are looking to appoint a Receptionist/Administrator to join our busy GP practices, who will be the first point of contact for arranging patient clinics, liaising with clinical and admin staff together with patients, as well as carrying out general office management tasks. You will have a good telephone manner and experience of booking appointments proving strong organisational skills.
You will be responsible for the arrangement of clinics, liaising with clinical and admin staff together with patients. You will manage general administrative duties within the practices and work with our established processes, policies and procedures to provide a comprehensive high quality service and deal efficiently and courteously with patient enquiries and bookings.
You will have excellent communication skills, a compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working in our clinical and administration teams.
Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and / or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.
This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality.
IT skills are essential, as you will be regularly creating searches, data input and monitoring our achievements and progress against national, local, and internal targets.
MAIN DUTIES OF THE ROLE GENERAL ADMINISTRATION
Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Processing and distributing incoming and outgoing mail
Filing and retrieving paperwork
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures Providing clerical assistance to practice staff as required, including word data processing, filing, photocopying, and scanning Ordering and monitoring of stationery and other supplies Cover sickness and annual leave and work reasonable overtime when required, including some weekends. Perform any other relevant and reasonable duties that may be requested by your team, practice manager or partners. Undertake statutory and mandatory training as required.
APPOINTMENT SYSTEM MANAGEMENT
Book,edit,cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record. Monitor effectiveness of the system and report any problems or variations required. Deal with home visit requests, carefully noting all details
Arrange transport to hospital appointments for housebound patients
MEDICAL RECORDS MANAGEMENT
Ensure that all records are accurately compiled in advance for each consulting session. Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to. Ensure correspondence, reports, results, etc., are filed in correct record. Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
CONSULTATION ROOM PREPARATIONS
Clearing and re-stocking of consulting rooms as required Consulting rooms prepared in readiness for each consulting session. Rooms are checked at the end of each consulting session and left tidy and secure.
Other Job Responsibilities
CONFIDENTIALITY
Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
Maintain an awareness of the Freedom of Information Act.
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 manage their own and others health & safety and infection control as defined in the Practices Health & Safety Policy, the Practice Health & Safety Manual, and the Practices Infection Control Policy and published procedures.
Comply with Practice health & safety policies by following agreed safe working procedures
Actively report health & safety hazards and infection hazards immediately
Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
Undertaking periodic infection control training (minimum annually)
Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
Reporting incidents using the organisations Incident Reporting System
Using personal security systems within the workplace according to Practice guidelines
Making effective use of training to update knowledge and skills
EQUALITY AND DIVERSITY
The post-holder will support, promote and maintain the Practices Equality & Diversity Policy.
No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
OTHER DELEGATED DUTIES
This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.
Person Specification
Knowledge and Skills Essential
Knowledge/ Skills Excellent communication skills (Written & Oral) I.T Skills Time Management and ability to work to deadlines Problem solving skills Interpersonal Skills Ability to work under pressure and multi task Motivated and able to work as part of a team Uses initiative Qualities/ Attributes Planning and Organising Performing under Pressure Adaptability Team Working Self Motivated Caring towards Patients Flexibility to provide cover for sickness & Holidays Strict Confidentiality Other Punctuality Inclusion in the Pension Scheme An Understanding of General Practice Reception Environment
Experience Essential
Experience Practical Experience of working with others Experience of using own initiative Experienced in Customer Service
Qualifications Essential
Essential Academic/ Vocational Qualifications Good Standard of General Education
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 Atlas Medical Practice
Address Fingerpost Park Health Centre
Atlas Street
St Helens
WA9 1LN
Employer's website https://www.parkhousesurgerysthelens.nhs.uk/ (Opens in a new tab)