Job summary Part time GP Receptionist/Admin person required to join a friendly, busy practice for 30 hours per week Mon to Fri. Must be available between 7.45am and 6.30pm to cover opening and closing of the practice. Main duties of the job Main duties include, booking appointments, welcoming patients, preparing repeating prescriptions, dealing with emails, scanning letters and other adminsistrative tasks. About us We have 4 GP Partners and 1 practice nurse and a team of 5 receptionists, an Assistant Practice Manager and a Practice Manager. We are a friendly team that values, supports and develops their staff. Date posted 29 January 2025 Pay scheme Other Salary £11.50 an hour Contract Permanent Working pattern Part-time Reference number A3308-25-0001 Job locations Rosemary Medical Centre 2 Rosemary Avenue London N3 2QN Job description Job responsibilities RECEPTIONIST / ADMINISTRATOR Job Summary We are looking to appoint a receptionists/administrator to join our busy GP practice who will be the first point of contact for patients, contractors, and visitors as well as carrying out general office management tasks. You will be responsible for the general 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, 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. Job Responsibilities RECEPTION · Receiving patients, consulting with members of practice team · Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional · Register new patients, temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and enter on computer registration link · Taking messages and passing on information Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day. GENERAL ADMINISTRATION · Opening up/locking up of practice premises and maintaining security in accordance with practice protocols · 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 Keeping the reception area, notice boards, leaflet etc. tidy and presentable Cover sickness/annual leave and work reasonable overtime when required, including some weekends. Perform any other relevant and reasonable duties that may be requested by the lead receptionist, 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 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. · Processing repeat prescriptions in accordance with practice guidelines · Handing completed repeat prescriptions to patient and checking names and address. 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 Practice’s Health & Safety Policy, the Practice Health & Safety Manual, and the Practice’s 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 Practice’s 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. Job description Job responsibilities RECEPTIONIST / ADMINISTRATOR Job Summary We are looking to appoint a receptionists/administrator to join our busy GP practice who will be the first point of contact for patients, contractors, and visitors as well as carrying out general office management tasks. You will be responsible for the general 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, 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. Job Responsibilities RECEPTION · Receiving patients, consulting with members of practice team · Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional · Register new patients, temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and enter on computer registration link · Taking messages and passing on information Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day. GENERAL ADMINISTRATION · Opening up/locking up of practice premises and maintaining security in accordance with practice protocols · 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 Keeping the reception area, notice boards, leaflet etc. tidy and presentable Cover sickness/annual leave and work reasonable overtime when required, including some weekends. Perform any other relevant and reasonable duties that may be requested by the lead receptionist, 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 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. · Processing repeat prescriptions in accordance with practice guidelines · Handing completed repeat prescriptions to patient and checking names and address. 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 Practice’s Health & Safety Policy, the Practice Health & Safety Manual, and the Practice’s 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 Practice’s 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 Qualifications Essential Essential criteria GCSE grade A to C in English and Maths 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 Desirable criteria Knowledge of EMIS WEB Knowledge of Docman Experience of using an appointment system Experience Essential Essential criteria Experience of working within a busy environment Desirable Desirable criteria Experience of working within a GP Practice Knowledge Essential Essential criteria Knowledge of Word and Excel Good IT skills Desirable Desirable criteria Knowledge of EMIS WEB Knowledge of Docman Skills Essential Essential criteria Good interpersonal and communication skills and Prioritising workload Desirable Desirable criteria Experience of working in a GP environment Person Specification Qualifications Essential Essential criteria GCSE grade A to C in English and Maths 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 Desirable criteria Knowledge of EMIS WEB Knowledge of Docman Experience of using an appointment system Experience Essential Essential criteria Experience of working within a busy environment Desirable Desirable criteria Experience of working within a GP Practice Knowledge Essential Essential criteria Knowledge of Word and Excel Good IT skills Desirable Desirable criteria Knowledge of EMIS WEB Knowledge of Docman Skills Essential Essential criteria Good interpersonal and communication skills and Prioritising workload Desirable Desirable criteria Experience of working in a GP environment 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 Rosemary Medical Centre Address Rosemary Medical Centre 2 Rosemary Avenue London N3 2QN Employer's website https://www.rosemarymedicalcentre.nhs.uk/ (Opens in a new tab)