About this role
Job summary
An exiting opportunity has arisen to work alongside the management team in assisting with the running of the Bromley GP Alliance services.
Hours: 24.5 hours per week
Working Pattern: Monday 8am to 6pm, Wednesday 8am to 4pm, Thursday 8am to 4pm
Main duties of the job
Manage patient requests to book clinical appointments for services offered by BGPA
Complete EMIS tasks
Manage patient enquiries and cancellation requests efficiently and swiftly ensuring patient satisfaction
Support and action administrative emails
Liaise with GPs and host practices to obtain relevant information to help with the running of the services
Provide administrative support to all services
Provide administrative assistance to the operational team as required
Undertake a wide range of administrative duties ensuring information is managed correctly, filed and followed up accordingly
Once trained, competent in both EMIS & ERS systems
Have working knowledge of all software and hardware, i.e., photocopier, email, patient information system
Support the management team in training new staff when required
About us
BGPA is a federation of all 43 Bromley practices working collaboratively to enhance the health and wellbeing of Bromley residents, covering over 350,000 patients, 100% of the Bromley population.
BGPAs goals are to work strategically with Bromley practices to help secure the best services for patients whilst working together to support member practices in the challenges of a changing NHS.
BGPA aims to improve the morale of general practice in Bromley by sharing expertise, services and supporting its workforce.
BGPA will make a positive impact on medical services in Bromley by working closely with One Bromley Partners including NHS SEL ICB, local NHS trusts, local providers and patient groups, to improve the delivery of healthcare to the local population.
Job description Job responsibilities
Job Summary
To work alongside the management team in assisting with the running of all Bromley GP Alliance services.
Duties and Responsibilities as a Receptionist
Manage patient requests to book clinical appointments for services offered by BGPA
Complete EMIS tasks
Manage patient enquiries and cancellation requests efficiently and swiftly ensuring patient satisfaction
Support and action administrative emails
Liaise with GPs and host practices to obtain relevant information to help with the running of the services
Provide administrative support to all services
Provide administrative assistance to the operational team as required
Undertake a wide range of administrative duties ensuring information is managed correctly, filed and followed up accordingly
Once trained, competent in both EMIS & ERS systems
Have working knowledge of all software and hardware, i.e., photocopier, email, patient information system
Support the management team in training new staff when required
Personal/Professional Development
Participate in an annual individual performance review, including taking responsibility for maintain a record of own personal and/or professional development
Participate in any training programme implemented by the management team
Effectively manage own time, workload and resources
Assess own performance and development and take accountability for own actions, either directly or under supervision.
Communication
Demonstrate interpersonal skills when dealing with all levels of staff across the BGPA using persuasion, tact and reassurance where necessary.
To deal with all telephone calls related to the services, ensuring callers are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently.
Handle confidential patient material in a sensitive and discreet fashion in compliance with Bromley GP Alliance policy and procedure.
To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations.
Liaise with other departments and members of the Bromley GP Alliance and other organisations to ensure the smooth running of the office and to assisting the functioning of the team.
The post holder is required to follow Bromley GP Alliance policies and procedures which are regularly updated including:
Confidentiality / Data Protection / Freedom of Information
Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.
Following the Freedom of Information Act (FOI) 2005, post holders must apply the Bromley GP Alliances FOI procedure if they receive a written request for information.
Equal Opportunities
Post holders must always fulfil their responsibilities regarding the Bromley GP Alliances Equal Opportunities Policy and equality laws.
Health and Safety
All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trusts health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.
Infection Control
All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with the Bromley GP Alliance infection screening and immunisation policies as well as be familiar with the Trusts Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.
Risk Management
All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trusts use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses to improve services. Post holders must also attend training identified by their manager or stated by the Trust to be mandatory.
Safeguarding children and vulnerable adults
Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.
Smoking Policy
It is the Trusts policy to promote health. Smoking, therefore, is actively discouraged. It is illegal within Trust buildings and vehicles.
Review of this Job Description
This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.
Person Specification
Skills & Abilities Essential
Good computer literacy skills including knowledge of Word, Excel and Outlook. Excellent communication skills, both verbal and written. Excellent grammar, spelling and punctuation. Good interpersonal skills. Good organisational skills. Ability to communicate effectively with professionals at all levels. Ability to work on own initiative, without supervision and to prioritise own workload. Ability to work under pressure in potentially stressful situations. Ability to work as a team. Ability to learn new systems.
Desirable
Previous experience of using EMIS/Accurx/ERS
Experience Essential
Previous experience of working in a busy Receptionist/Administrative role.
Desirable
Experience of working in a receptionist role in a healthcare organisation.
Qualifications Essential
Educated to GCSE level grade C/4 or above in Maths and English.
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 Bromley GP Alliance Ltd
Address Beckenham Clinic
14 The Crescent
Beckenham
BR3 3Du
United Kingdom
Employer's website https://bromleygpalliance.org/ (Opens in a new tab)