Job summary We are looking to recruit an intuitive individual, with a passion for providing patient care and excellent service, who is able to work flexibly across both Reception and Administration and be a key team player. The ideal candidate will have experience in Primary Care services or similar and will be able to be responsible for undertaking a wide range of reception and administrative duties and a source of support to the multidisciplinary team. Duties can include, but are not limited to, supporting the administration and receptionist teams with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies. To support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers. We will provide a full induction programme and management will support you throughout the process. Main duties of the job The following are the core responsibilities of the role. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: Process incoming and outgoing mail File and store records as required Photocopy documentation as required Process changes to patient registration, deduction of record and new patient registration Input data into the patients healthcare records as necessary Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately Welcome patients and visitors to the organisation, directing requests appropriately Always maintain a clean, tidy, effective working area Support all clinical staff with general administrative tasks as requested Partake in audit as directed by the audit lead Support staff, providing cover during staff absences Book appointments Complete opening and closing procedures in accordance with the duty rota This list is not exhaustive and there may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels About us The Vine Medical Centre is located near Hampton Court Palace in the heart of East Molesey, providing GP services to over 8000 patients. We have a steady patient satisfactory rate of 96%. Our team consists of 3 Partners, 2 salaried GPs, 1 Advanced Nurse Practitioner, 2 Practice Nurses and a highly experienced mix of managers, receptionists and administrators. Being part of East Elmbridge PCN, we also have access to many other services including First Contact Practitioners and Social Prescribing. The Vine prides itself on being a teaching practice, enabling placements for medical students, GP trainees and student nurses. We hold regular team meetings where all of the staff are encouraged to contribute opinions and ideas in a nurturing, safe and up beat environment. All employees are eligible to join the NHS Pension and are provided with a generous annual leave allowance. Date posted 17 October 2024 Pay scheme Other Salary £11.44 an hour Contract Permanent Working pattern Part-time Reference number A4569-24-0001 Job locations 69 Pemberton Road East Molesey Surrey KT8 9LJ Job description Job responsibilities All staff at this organisation have a duty to conform to the following: Equality, Diversity and Inclusion (ED&I): A good attitude and positive action towards Equality Diversity & Inclusion creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons it improves operational effectiveness, it is morally the right thing to do and it is required by law. Safety, Health, Environment and Fire (SHEF): This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety. The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients, and monitor work areas and practices to ensure they are safe and free from hazards, and conform to health, safety and security legislation, policies, procedures and guidelines. All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others, and to cooperate with employers to ensure compliance with health and safety requirements. Confidentiality : The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect that all staff will always respect their privacy and maintain confidentiality. Quality and Continuous Improvement (CI): To preserve and improve the quality of the organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the organisation, to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care. Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice. All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews. Learning and development : The post holder will undertake mentorship for team members, and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences). The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning. Collaborative working : All staff are to recognise the significance of collaborative working, understand their own role and scope, and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team. Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working, and working effectively with others to clearly define values, direction and policies impacting upon care delivery. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner. Managing information : All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information. Service delivery : Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisations local policies and regional directives, ensuring protocols are always adhered to. Security : The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager. Professional conduct : All staff are required to dress appropriately for their role and behave in an appropriate manner and in accordance with Practice Policy. Leave : All personnel are entitled to take leave. Line managers are to ensure all their staff are afforded the opportunity to take annual leave each year and are encouraged to take all their leave entitlement. Public holidays will be calculated on a pro-rated basis dependent on the number of hours worked. Job description Job responsibilities All staff at this organisation have a duty to conform to the following: Equality, Diversity and Inclusion (ED&I): A good attitude and positive action towards Equality Diversity & Inclusion creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons it improves operational effectiveness, it is morally the right thing to do and it is required by law. Safety, Health, Environment and Fire (SHEF): This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety. The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients, and monitor work areas and practices to ensure they are safe and free from hazards, and conform to health, safety and security legislation, policies, procedures and guidelines. All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others, and to cooperate with employers to ensure compliance with health and safety requirements. Confidentiality : The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect that all staff will always respect their privacy and maintain confidentiality. Quality and Continuous Improvement (CI): To preserve and improve the quality of the organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the organisation, to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care. Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice. All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews. Learning and development : The post holder will undertake mentorship for team members, and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences). The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning. Collaborative working : All staff are to recognise the significance of collaborative working, understand their own role and scope, and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team. Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working, and working effectively with others to clearly define values, direction and policies impacting upon care delivery. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner. Managing information : All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information. Service delivery : Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisations local policies and regional directives, ensuring protocols are always adhered to. Security : The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager. Professional conduct : All staff are required to dress appropriately for their role and behave in an appropriate manner and in accordance with Practice Policy. Leave : All personnel are entitled to take leave. Line managers are to ensure all their staff are afforded the opportunity to take annual leave each year and are encouraged to take all their leave entitlement. Public holidays will be calculated on a pro-rated basis dependent on the number of hours worked. Person Specification Qualifications Essential GCSE Mathematics & English (C or above) or equivalent Previous experience in a public facing service role Experience of administrative duties Desirable NVQ Level 2 in Health and Social Care Experience of working in a healthcare setting Experience Essential Experience of working with the general public Experience of working in a team Desirable Experience of working in a GP Practice Experience of working within the NHS Skills & Attributes Essential Excellent communication skills (written and oral) Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Desirable EMIS user skills Willingness to work flexible hours when required to meet work demands Strong IT skills Person Specification Qualifications Essential GCSE Mathematics & English (C or above) or equivalent Previous experience in a public facing service role Experience of administrative duties Desirable NVQ Level 2 in Health and Social Care Experience of working in a healthcare setting Experience Essential Experience of working with the general public Experience of working in a team Desirable Experience of working in a GP Practice Experience of working within the NHS Skills & Attributes Essential Excellent communication skills (written and oral) Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Desirable EMIS user skills Willingness to work flexible hours when required to meet work demands Strong IT skills 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 Vine Medical Centre Address 69 Pemberton Road East Molesey Surrey KT8 9LJ Employer's website https://www.vinemedicalcentre.nhs.uk/ (Opens in a new tab)