Job summary
Pentelow Practice is looking to appoint a part-timereceptionists/administrator to join our busy GP practice. The successfulcandidate must be reliable, punctual, possess excellent written and verbalcommunication skills and be able to use their own initiative. IT skills areessential. Hours of work: hours per week Monday toFriday 14:00- 18:30 but the candidate must be available to workadditional/flexible hours to cover staff absence when required, includingoccasional weekend work. We reserve the right to close the job early.
Main duties of the job
The candidate must be enthusiastic and computer literate.This role is a wide and varied one, and the successful candidate will provide arange of Reception and administration duties such as booking appointments, registrations, scanning and Checking Practice Emails. Taking electronic, phone and face to face messages, using owninitiative, providing a comprehensive administration/clerical service andattending meetings within the practice.
About us
Pentelow Practice is located in Feltham, TW14 9EF and is a member of the Feltham and Bedfont Primary Care Network (FAB PCN). The practice has a list size of 4000 patients. Staff comprise of 4 GPs, 1 Practice nurse, 1 Health Care Assistant and 4 Receptionists. The practice uses System One.
FAB PCN provides additional clinical and administrative staff to support the practice (Clinical Pharmacist, Pharmacy Technician, First Contact Physiotherapist, Mental Health Nurse, Paramedic, Social Prescribing Link Worker and Care Coordinator)
Job description
Job responsibilities
The purpose of the role is to:
Offer general assistance to the practice team and project a positive andfriendly image to patients and other visitors, either in person or via thetelephone
Receive, assist and direct patients in accessing the appropriate serviceor healthcare professional in a courteous, efficient and effective way
Undertake a variety of administrative duties to assist in the smoothrunning of the practice, including the provision of secretarial and clericalsupport to clinical staff and other members of the practice team
Facilitate effective communication between patients, members of theprimary health care team, secondary care and other associated healthcareagencies
Duties and responsibilities:
The duties and responsibilities to beundertaken by members of the practice administration/Reception team may include any orall of the items in the following list. Duties may be varied from time to timeunder the direction of the lead receptionist/practice manager, dependent oncurrent and evolving practice workload and staffing levels:
Opening up/locking up of practice premises, activation/deactivation of alarm system and maintaining security in accordance withpractice protocols
Unlock consulting rooms/key safe; switch on computers andlights; switch over answerphone and ensure consulting rooms are tidy
Maintaining and monitoring the practice appointments system
Processing personal and telephone requests for appointments, telephoneconsultations and ensuring callers are directed to the appropriate healthcareprofessional
Deal with home visit requests, carefully noting all details
Arrange transport to hospital appointments for housebound patients
Register new patients, temporary residents and any requiring immediateand necessary treatment, carefully checking all details for accuracy and enteron computer registration link
Processing and distributing incoming and outgoing mail
Taking messages and passing on information
Filing and retrieving paperwork
Processing repeat prescriptions in accordance with practice guidelines
Reconcile new patients notes with relevant FP7s and FP8s
Computer data entry/data allocation and collation; processing andrecording information in accordance with practice procedures
Initiating contact with and responding to requests from patients, otherteam member and associated healthcare agencies and providers
Clearing and re-stocking of consulting rooms as required
Providing clerical assistance to practice staff as required from time totime, including word/data processing, filing, photocopying and scanning
Ordering and monitoring of stationery and other supplies
Provision of refreshments for staff and visitors as required, cleaningof utensils and keeping the kitchen area clean and tidy
Keeping the reception area, notice-boards and leaflet dispensers tidyand free from obstructions and clutter
Cover sickness/annual leave and work reasonable overtime when required,including some weekends.
Perform any other relevant and reasonable duties that may be requestedby the lead receptionist, practice manager or partners.
Undertake all mandatory training as required.
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allowus to gather, sensitive information in relation to their health and othermatters. They do so in confidence and have the right to expect that staff willrespect their privacy and act appropriately
In the performance of the duties outlined in this job description, thepost-holder may have access to confidential information relating to patientsand their carers, practice staff and other healthcare workers. They may alsohave 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 healthcareworkers or the business of the practice may only be divulged to authorisedpersons in accordance with the practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the practice health & safety policy and the practice infectioncontrol policy. This will include:
Using personal security systems within the workplace according topractice guidelines
Identifying the risks involved in work activities and undertaking suchactivities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areasin a tidy and safe way, free from hazards
Actively reporting health and safety hazards and infection hazardsimmediately when recognised
Keeping own work areas and general/patient areas generally clean,assisting in the maintenance of general standards of cleanliness consistentwith 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 ofchildren.
Person Specification
Qualifications
Essential
1. MINIMUM GCSE OR EQUIVALENT, IT LITERATE.
2. Knowledge of Microsoft word, Excel and Outlook.
Desirable
3. Previous experience in a similar position is preferable but we are happy to train the right candidate.
4. Experience in using System one- Desirable.
Experience
Essential
5. Customer Service Experience background
Desirable
6. Experience of working in primary or secondary care