GP Receptionist/Admin @ William Hopwood Surgery

Job summary

We are currently looking for a part time GP Receptionist/Admin to join our busy but friendly team.

The candidate will need to have worked in a primary care setting preferably GP Practice. The ability to be able to work in a very fast paced and demanding environment whilst working alone and within a team is essential.

The working hours will be rota based between 8:00am - 6:30pm, Monday- Friday. Flexibility is a must to cover sickness, opening and closing and holidays.

Main duties of the job

You will be responsible for administrative and reception duties within the Practice and work with our established processes, policies and procedures to provide a comprehensive high quality service and deal efficiently and courteously with patient enquiries.

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 our clinical and administration teams.

Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, administrative tasks, 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 processing repeat prescription requests and provide administrative support to the practice.

Please also see attached job description and person specification.

About us

William Hopwood Surgery is a forward-thinking practice with a population of approximately 5,300 patients. We are a teaching practice with links to Manchester University. The practice is owned by the partners with a purpose-built building.

We believe in providing an exceptional service to our patients while also ensure the wellbeing and safety of our staff. The Partners are looking for people with drive, enthusiasm and skills to support in the future development of the practice. If you believe you have the vision, commitment and passion for making a difference to the lives of our patients and staff, we would like to hear from you.

Job description

Job responsibilities

Administration

• To have a thorough knowledge of all practice procedures
• To work in accordance of written protocols
• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
• Keeping the reception area, notice boards, leaflet etc. tidy and presentable.
• Perform any other relevant duties that may be requested by the lead

Reception

• Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
• Receiving patients, consulting with members of practice team
• Handing completed repeat prescriptions to patient and checking names and address.
• Be able to cover all reception position as necessary

Appointments

• Process appointment requests for today/future appointments from patients by telephone and in person.
• Deal with visits/requests

Computer

• Registrations of new patients computer data entry and medical records
• Process patients changes of address computer data and medical records (have knowledge of practice area)
• Process repeat prescription requests in accordance with practice guidelines

Telephone

• Have working knowledge of telephone system, during and after hours

Other Tasks

• Clear rooms after surgeries
• Ensure building security have thorough knowledge of doors/windows/alarm
• Any other tasks allocated by managers

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 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 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 assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• 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
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 that 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, with such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of 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

Quality

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize people's needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services

The post-holder will

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Person Specification

Experience

Essential

• Previous experience as a Receptionist or relevant profession in primary care.
• Good interpersonal and communication skills and Prioritising workload

Desirable

• EMIS knowledge
• Knowledge of local area

Qualifications

Essential

• Proven record of a good standard of education in Maths and English to GCSE or equivalent.
• Customer service skills telephone and face to face
• Administration skills including composing and sending emails in a professional capacity, filing. IT skills

Desirable

• Computer qualification e.g. ECDL.
• Knowledge of EMIS WEB system
• Knowledge of using an appointment system

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

William Hopwood Surgery

Address

William Hopwood Street

Blackburn

BB1 1LX

United Kingdom

Employer's website

https://www.hopwoodgp.com/ (Opens in a new tab)