Job summary We are creating a new role to complement our existing reception team, to give additional support and flexibility to help serve our patient population. The days and hours of work will be agreed with the successful candidates, however candidates need to be available for work throughout the week, as there will be regular requirement for holiday and sickness cover. There is also potential for progression within the practice, as there will be opportunities, for those interested, to help out in other areas of the administrative team. This could be, for example, with tasks such as: processing referrals, processing the medical notes of new patients, and dealing with medical coding of letters and documents. Main duties of the job The post holder is responsible for supporting the smooth running of the administration side of the Practice. To work alongside and support the other receptionists, the Secretary, and the Practice Manager.The successful candidate must have excellent communication skills, computer skills, and be a good team player with a friendly, approachable can-do attitude. About us Doctors Lane Surgery in Aldbrough St John, North Yorkshire, are looking to recruit a receptionist with administrative skills to join our team. We are a friendly, rural surgery in a purpose built family medical centre in a beautiful setting. We serve circa 3200 patients, and are situated between Richmond and Darlington. Date posted 21 February 2025 Pay scheme Other Salary £12.29 an hour Contract Permanent Working pattern Part-time, Job share Reference number A3723-25-0000 Job locations Aldbrough-St-John Richmondshire North Yorkshire DL11 7TH Job description Job responsibilities Principal Duties and areas of Responsibility Making, amending and cancelling appointments on behalf of patients Answering the telephone and covering front desk Care Navigation - helping to signpost patients to get to the right service the first time they contact us, making use of the varied health professional roles. Sorting the post (both internal and external both paper and email) Taking requests for repeat prescriptions from patients and entering these into the repeat prescription request book for the dispensary staff Taking messages and recording these in the message book Faxing and photocopying documents as requested/ necessary Filing medical records Registering new patients within SystmOne Scanning documents onto SystmOne and forwarding these to the appropriate Clinician Ensuring visitors sign in using the Visitors Book Weekly testing of the fire alarm and ad-hoc fire evacuation test. Dealing with Medical Report requests and typing these to send back Holiday cover for administrative colleagues when they are on annual leave Maintaining a tidy working environment at all times. Other Responsibilities within the Organisation Awareness of and compliance with all relevant Practice policies/guidelines, e.g. prescribing, confidentiality, data protection, health and safety A commitment to life-long learning and audit to ensure evidence-based best practice Contributing to evaluation/audit and clinical standard setting within the organisation Contributing to the development of computer-based patient records Attending training and events organised by the Practice or other agencies, where appropriate. C onfidentiality Inthe 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 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 which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feeling priorities and rights. Personal / Professional Development In addition to maintaining continued education through attendance at any courses and/or study days necessary to ensure that professional development requirements for PREP are met, the post-holder will participate in any training programme implemented by the Practice as part of this employment, 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. 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. Job description Job responsibilities Principal Duties and areas of Responsibility Making, amending and cancelling appointments on behalf of patients Answering the telephone and covering front desk Care Navigation - helping to signpost patients to get to the right service the first time they contact us, making use of the varied health professional roles. Sorting the post (both internal and external both paper and email) Taking requests for repeat prescriptions from patients and entering these into the repeat prescription request book for the dispensary staff Taking messages and recording these in the message book Faxing and photocopying documents as requested/ necessary Filing medical records Registering new patients within SystmOne Scanning documents onto SystmOne and forwarding these to the appropriate Clinician Ensuring visitors sign in using the Visitors Book Weekly testing of the fire alarm and ad-hoc fire evacuation test. Dealing with Medical Report requests and typing these to send back Holiday cover for administrative colleagues when they are on annual leave Maintaining a tidy working environment at all times. Other Responsibilities within the Organisation Awareness of and compliance with all relevant Practice policies/guidelines, e.g. prescribing, confidentiality, data protection, health and safety A commitment to life-long learning and audit to ensure evidence-based best practice Contributing to evaluation/audit and clinical standard setting within the organisation Contributing to the development of computer-based patient records Attending training and events organised by the Practice or other agencies, where appropriate. C onfidentiality Inthe 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 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 which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feeling priorities and rights. Personal / Professional Development In addition to maintaining continued education through attendance at any courses and/or study days necessary to ensure that professional development requirements for PREP are met, the post-holder will participate in any training programme implemented by the Practice as part of this employment, 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. 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 Qualifications Essential Good level of general education Desirable Typing to RSA 2 or similar Experience Essential Work in a customer service or reception capacity with the general public, or similar. Desirable Experience of working in Primary Care in a reception, Care Navigation role, or similar. Experience of medical administration, such as scanning medical letters, dealing with emails and communicating with patients. Personal attributes Essential Good general health and attendance record Full UK driving licence and access to a vehicle, or the ability to travel independently and reliably to meet the needs of the business. An understanding, acceptance and adherence to the need for strict confidentiality Skills Essential Excellent communications skills Excellent computer skills Ability to work under pressure Ability to work without direct supervision and determine own workload priorities Ability to work as part of integrated multi-skilled team Ability to work in a changing environment Desirable Good working knowledge of SystmOne Person Specification Qualifications Essential Good level of general education Desirable Typing to RSA 2 or similar Experience Essential Work in a customer service or reception capacity with the general public, or similar. Desirable Experience of working in Primary Care in a reception, Care Navigation role, or similar. Experience of medical administration, such as scanning medical letters, dealing with emails and communicating with patients. Personal attributes Essential Good general health and attendance record Full UK driving licence and access to a vehicle, or the ability to travel independently and reliably to meet the needs of the business. An understanding, acceptance and adherence to the need for strict confidentiality Skills Essential Excellent communications skills Excellent computer skills Ability to work under pressure Ability to work without direct supervision and determine own workload priorities Ability to work as part of integrated multi-skilled team Ability to work in a changing environment Desirable Good working knowledge of SystmOne 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 Doctors Lane Surgery Address Aldbrough-St-John Richmondshire North Yorkshire DL11 7TH Employer's website https://www.doctorslanesurgery.nhs.uk/ (Opens in a new tab)