About this role
Job summary
We are creating a new role at Barrington Medical Centre to provide additional support across our reception and administration teams.
This permanent, 37.5-hour post combines reception and administrative responsibilities, with a minimum of 15 hours per week supporting our reception service. The balance of duties will be directed by the Practice Manager or Reception Supervisor according to practice needs, including additional reception cover during annual leave and sickness.
You will support a range of practice functions, sharing duties with colleagues according to workload and practice needs. These may include referrals, summarising patient records and administrative support for medical students and GP trainees. You will develop skills across the administrative team and provide support where needed.
We are looking for someone who notices what needs doing and takes initiative. You will need sound judgement, good organisational skills and the ability to work accurately to targets and deadlines.
Main duties of the job
Help patients with appointments and queries received in person, by telephone and online.
Maintain the appointment system and guide patients to appropriate services.
Process prescription requests in line with practice procedures, referring queries to the appropriate clinician when required.
Respond to requests from patients, colleagues and external organisations, passing queries to the appropriate team when needed.
Share administrative duties with colleagues including referrals, summarising records, clinical coding and support for medical students and GP trainees.
Register new and temporary patients and update patient details.
Process incoming and outgoing patient records.
Scan, process and route workflow documents and correspondence.
Carry out system searches and support patient invitations and recalls.
Learn the basics of Quality and Outcomes Framework (QOF) administration and support the team with monitoring.
Become familiar with the practices electronic processes for managing private work including medical reports, fees, invoicing and payments.
Organise and prioritise work to meet agreed targets and deadlines.
Identify outstanding tasks, take initiative and follow work through to completion.
Provide flexible support across the team, including additional reception cover during annual leave and sickness.
Maintain confidentiality and follow practice policies and procedures.
Undertake training and duties as directed by the Practice Manager or Reception Supervisor.
About us
Barrington Medical Centre is a friendly, forward-thinking GP practice based in Altrincham, Greater Manchester. We are committed to delivering high-quality patient care within a supportive and collaborative working environment.
We are a busy training practice with a strong multidisciplinary team including GPs, nurses, pharmacists, healthcare assistants, reception and administrative staff. We pride ourselves on providing compassionate, patient-centred care while continuing to develop and improve the services we offer to our local community.
We understand the importance of teamwork, flexibility and supporting one another in what can often be a demanding but rewarding environment.
Job description Job responsibilities Job Summary
To provide flexible support across the reception and administrative functions of the practice, working alongside colleagues to help maintain an organised, responsive and efficient service.
This is an additional role within the team. It combines reception and administrative responsibilities, with a minimum of 15 hours per week supporting our reception service. The balance of duties will be directed by the Practice Manager or Reception Supervisor according to practice needs, including additional reception cover during annual leave and sickness.
The postholder will develop skills across the administrative team and share duties with colleagues. These may include referrals, summarising patient records, document workflow, prescription requests, private income administration and support for medical students and GP trainees.
The role requires sound judgement, initiative and the ability to organise work accurately to agreed targets and deadlines. Training and support will be provided, with duties undertaken according to the postholders competence.
Main ResponsibilitiesReception and Patient SupportMaintain and monitor the practice appointment system.
Process appointment requests received in person, by telephone and online.
Answer incoming telephone calls, deal with requests appropriately and transfer calls when required.
Guide patients to the appropriate service in accordance with practice procedures.
Respond to queries efficiently and sensitively, recognising those requiring prompt attention.
Initiate contact with patients, colleagues and external agencies as required.
Record and pass on information and messages accurately.
Support patients in accessing practice services and communicate clearly and respectfully.
Maintain the reception area and patient notice boards.
Complete opening and closing procedures in accordance with the duty rota.
Administrative SupportThe postholder will learn and provide support across the following areas. Duties will be shared and allocated according to workload, priorities and staffing needs.
Register new and temporary patients and update patient demographics.
Process incoming and outgoing patient records, including relevant GP2GP tasks.
Process incoming and outgoing correspondence.
Scan and attach documentation to patient records where required.
Process and route electronic workflow documents, completing administrative actions within agreed procedures.
Enter information accurately into patient healthcare records.
Undertake clinical coding and summarise patient records following appropriate training and practice guidance.
Process referrals using the appropriate electronic systems, following clinical instructions and practice procedures.
Monitor referral administration and follow up outstanding queries or actions.
Process prescription requests in line with practice procedures, referring queries to the appropriate clinician when required.
Carry out system searches and support patient invitations, recalls and follow-up correspondence.
Learn the basics of Quality and Outcomes Framework (QOF) administration and support monitoring, recalls and follow-up as directed.
Learn the practices electronic processes for managing private work, including medical reports, fees, invoicing and payments, to provide cover when required.
Learn and support the processes for handling Subject Access Requests (SARs) in accordance with practice procedures.
Provide administrative and organisational support for medical student placements and GP training.
Provide cover for colleagues across the administrative team once trained.
Workload and Team ResponsibilitiesOrganise and prioritise allocated work to meet agreed targets and deadlines.
Review outstanding work and identify tasks requiring attention without waiting to be asked.
Take initiative within the responsibilities of the role and seek guidance when needed.
Follow tasks through to completion and maintain clear records of progress.
Inform the Practice Manager or Reception Supervisor promptly if workloads, difficulties or delays may affect completion.
Adapt to changing priorities and move between duties as directed.
Work cooperatively with colleagues and support the wider multidisciplinary team.
Provide additional reception cover during annual leave, sickness and other staffing pressures.
Suggest practical improvements to administrative processes.
Maintain a clean, tidy and organised working area.
Additional ResponsibilitiesAs required and following appropriate guidance or training:
Support practice audits and administrative projects.
Assist with meeting arrangements, agendas and minutes.
Monitor and order stationery and other supplies.
Attend team meetings and contribute to discussions about practice processes.
Undertake other reasonable duties appropriate to the role, as directed by the Practice Manager or Reception Supervisor.
Confidentiality, Safety and Professional ResponsibilitiesMaintain patient and staff confidentiality at all times.
Handle information securely and follow practice information governance procedures.
Follow practice policies, procedures and relevant guidance.
Report errors, incidents, near misses and concerns promptly.
Recognise the limits of the role and refer clinical questions or decisions to an appropriate clinician.
Treat patients, visitors and colleagues with respect.
Complete mandatory training and participate in training relevant to the role.
Training and DevelopmentThe postholder will be expected to develop a working knowledge of the different reception and administrative functions of the practice.
Training will be provided in relevant systems and processes. The postholder must be willing to learn, act on feedback and take increasing responsibility as competence develops.
Review of DutiesThis job description outlines the main responsibilities of the post. The allocation of duties may change according to service needs, workload and staffing levels. It will be reviewed with the postholder as the role develops.
Person Specification
Qualifications Essential
We would like to hear how your skills and experience would suit this role. Please use your supporting statement to give examples showing how you meet each essential criterion, along with any desirable qualifications or experience you have. Examples can come from employment, volunteering, education or other relevant experience. To help us assess your application, please tell us what you did and how you approached it, rather than simply stating that you have a skill. We can only mark a criterion as met where supporting evidence is provided, so including examples will give your application the best opportunity to be shortlisted. Essential - GCSE English and Mathematics at grade C/4 or above, or equivalent.
Desirable
A relevant qualification in reception, administration, customer service or health and social care, such as an AMSPAR qualification or NVQ.
Experience Essential
Experience of working with the public, responding to enquiries and providing a helpful and professional service.
Desirable
Experience of reception or administrative work. Experience of working in general practice or another healthcare setting. Experience of referrals, patient records, document workflow, prescription administration, QOF or private income processes. Experience of using EMIS Web or another clinical system.
Skills & Personal Qualities Essential
Communication and patient support: Ability to communicate clearly in writing, by telephone and in person, adapting your approach to support people who may be upset, anxious or frustrated. IT and accuracy: Ability to use computer systems, including Microsoft Office and Outlook, to enter, retrieve and process information accurately. Organisation and deadlines: Ability to prioritise competing tasks, manage a busy workload and complete work accurately within agreed targets and deadlines. Initiative and judgement: Ability to identify work that needs doing, take appropriate action without waiting to be asked and recognise when guidance is needed. Teamwork and independent working: Ability to work cooperatively with colleagues, share responsibilities and follow tasks through independently. Flexibility and learning: Willingness to learn different reception and administrative functions and adapt to changes in duties and priorities. Confidentiality and procedures: Understanding of the importance of confidentiality, with the ability to follow procedures and raise errors or concerns promptly.
Working requirements Essential
Ability to work 37.5 hours per week across the practice rota, including 7.30am starts and 6.30pm finishes. Willingness to support the reception service for a minimum of 15 hours per week and provide additional reception cover when required. The balance of duties will be directed by the Practice Manager or Reception Supervisor according to practice needs. Please confirm in your application that you can meet these working requirements.
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 Barrington Medical Centre Partnership
Address Altrincham Health & Wellbeing Centre
33 Market Street
Altrincham
Cheshire
WA14 1PF
United Kingdom
Employer's website https://www.barringtonmc.co.uk/ (Opens in a new tab)