Do you want to be part of a resilient, innovative and forward-thinking Practice?
We are looking for a Receptionist / Administration Assistant to join our friendly surgery.
Main duties of the job
To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include, but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, the processing of information and assisting patients as required, supporting the administration and receptionist teams with patient registration, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.
To act as the central point of contact for patients, be responsible for the distribution of information, messages and enquiries for the clinical team, liaise with multi-disciplinary team members and external agencies such as secondary care and community service providers.
About us
Bankfield Surgery is a kind, caring Practice located in Elland, close to the M62. We have a dedicated team of staff, providing a range of services including Enhanced evening appointments.
This exciting opportunity has arisen at our annex surgery, so if you are looking for a new challenge then we would love to hear from you. Full training will be given to the right candidate.
Job responsibilities
The following are the core responsibilities of the Receptionist / Administration Assistant. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
1. Process incoming and outgoing mail
2. File and store records as required
3. Process changes to patient registration, deduction of record and new patient registration
4. Input data into the patients healthcare records as necessary
5. Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately
6. Welcome patients and visitors to the organisation, directing requests appropriately
7. Complete opening and closing procedures in accordance with the duty rota
8. Maintain and monitor the practice appointment system
9. Process personal, telephone and e-requests for appointments
10. Signpost patients to the correct service
11. Initiating contact with and responding to, requests from patients, team members and external agencies
12. Code data on the clinical IT system
13. Scan patient related documentation and attach scanned documents to patients healthcare records
14. Data entry of new and temporary registrations and relevant patient information as required
15. Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team
16. Manage all queries as necessary in an efficient manner
17. Carry out system searches as requested
18. Maintain a clean, tidy, effective working area at all times
19. Monitor and maintain the reception area and notice boards
20. Support all clinical staff with general tasks as requested
In addition to the primary responsibilities, the Receptionist / Administration Assistant may be requested to:
1. Partake in audit as directed by the audit lead
2. Action incoming emails and correspondence as necessary
3. Support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
4. Order and monitor stationery supplies
5. Produce, maintain and participate in the receptionist rota for lunch and out of hours cover
6. Deputise and support during periods of absence
7. Support in producing and maintaining the duty rota
8. Support the Practice Manager with all Patient Participation Group related matters
9. Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room
Person Specification
Other requirements
* Flexibility to work outside of core office hours
Qualifications
* Educated to GCSE level or equivalent
* GCSE grade A to C in English and Maths
* Qualified to NVQ level 2 in Health and Social Care
Experience
* Experience of working with the general public
* Experience of administrative duties
* Experience of working in a healthcare setting
* Experience of dealing with vulnerable patients
Skills
* Excellent communication skills (written and oral)
* Clear, polite telephone manner
* Competent in the use of MS Office applications
* Effective time management (planning and organising)
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving and analytical skills
* Ability to follow policy and procedure
* 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
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.
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