Job summary We are looking for a caring, hardworking individual who will thrive on providing excellent patient care and customer service in this varied role. You must possess a calm, confident manner; have good communication skills; have the ability to multitask; have a positive attitude and strong work ethic. Flexibility is also important, and you must be able to work as part of a team. The role is for 18 hours a week, Monday 8.00am to 6.30pm and Tuesday 8.00am to 5.30pm. Cover for Saturday mornings 7.45am to 12.00pm will be required on a rostered basis. There will also be an expectation to work additional hours to cover holidays. Previous experience of working in a medical setting is preferred but not essential. In return we offer excellent, friendly working conditions and membership to the NHS pension scheme. Main duties of the job To act as a welcoming and effective first point of contact for the practice for all visitors and telephone callers. To provide an efficient, effective and caring reception service To contribute to the smooth running of the practice To assist in good communication between all members of the practice team, patients and other external agencies. To provide an accurate channel of communication between patients, clinicians and all members of the practice team. To provide a reception and administration service for the practice. About us The Waterfront & Solent Surgery is a small and friendly General Practice with a long tradition of being patient centred, welcoming, caring and accessible. We work in partnership with our patients and staff and the greater locality to provide the best Primary Care services possible working within local and national governance, guidance and regulations. Date posted 29 October 2024 Pay scheme Other Salary £11.44 an hour Contract Permanent Working pattern Part-time Reference number A3583-24-0001 Job locations Waterfront & Solent Surgery Jones Lane Hythe Southampton SO45 6AW Job description Job responsibilities Key Tasks: 1. Reception: Greet patients on arrival to the practice, respond to their enquiries, check them in to the appointments system as required Take accurate messages for all practice team members and ensure that messages are delivered by the most appropriate method Make appointments for patients with all members of the practice team accurately and ensure that patients fully understand the date and time of appointment along with the details with whom the appointment has been made. Ensure that the waiting room is kept tidy, clean, safe and welcoming throughout the day. Monitor the progress of patients in the waiting room and ensure that there are justifiable reasons for long waiters. Reassure patients as necessary. Deal with prescription queries as needed. Receive and receipt payments from patients. Provide prospective and new patients with all the information and registration documentation that they will need in order to be accepted on the patient list. Ensure that the registration process is completed in a timely and accurate manner. Receive all incoming mail, process according to practice protocols and distribute accurately. 2. Administration: Carry out follow-up tasks as required by the GPs. Deal with electronic items as appropriate. Complete messages from workflow when all action has been carried out. Process all requests for information about patients from external agencies according to practice protocols/guidelines. Take outgoing mail to the post office/letter box Process of paper such as registration of new patients, temporary residents, emergency and immediately necessary consultations. Receive and respond to incoming telephone calls and direct callers as necessary. Book appointments for patients. Answer the telephone as quickly as possible and direct callers to the relevant person in a calm, helpful and sensitive manner. Process patient referrals through the electronic referral system Process medical report requests and information as necessary 3. General To attend and participate in team meetings. To participate in the practices performance appraisal programme. To participate in training events. To participate in theSaturday morning rotas. To report any health & safety defects to the Practice Manager. To act in accordance with the requirements of the Health & Safety at Work Act. To act in the best interest of the practice, patients and team members at all times. To observe the highest possible standards of information governance and data protection To adhere to all practice policies and procedures This job description is not intended to be definitive and is a guide to the scope and complexity of the work required from the post holder. It may be reviewed and amended from time to time following discussion with the post holder. Job description Job responsibilities Key Tasks: 1. Reception: Greet patients on arrival to the practice, respond to their enquiries, check them in to the appointments system as required Take accurate messages for all practice team members and ensure that messages are delivered by the most appropriate method Make appointments for patients with all members of the practice team accurately and ensure that patients fully understand the date and time of appointment along with the details with whom the appointment has been made. Ensure that the waiting room is kept tidy, clean, safe and welcoming throughout the day. Monitor the progress of patients in the waiting room and ensure that there are justifiable reasons for long waiters. Reassure patients as necessary. Deal with prescription queries as needed. Receive and receipt payments from patients. Provide prospective and new patients with all the information and registration documentation that they will need in order to be accepted on the patient list. Ensure that the registration process is completed in a timely and accurate manner. Receive all incoming mail, process according to practice protocols and distribute accurately. 2. Administration: Carry out follow-up tasks as required by the GPs. Deal with electronic items as appropriate. Complete messages from workflow when all action has been carried out. Process all requests for information about patients from external agencies according to practice protocols/guidelines. Take outgoing mail to the post office/letter box Process of paper such as registration of new patients, temporary residents, emergency and immediately necessary consultations. Receive and respond to incoming telephone calls and direct callers as necessary. Book appointments for patients. Answer the telephone as quickly as possible and direct callers to the relevant person in a calm, helpful and sensitive manner. Process patient referrals through the electronic referral system Process medical report requests and information as necessary 3. General To attend and participate in team meetings. To participate in the practices performance appraisal programme. To participate in training events. To participate in theSaturday morning rotas. To report any health & safety defects to the Practice Manager. To act in accordance with the requirements of the Health & Safety at Work Act. To act in the best interest of the practice, patients and team members at all times. To observe the highest possible standards of information governance and data protection To adhere to all practice policies and procedures This job description is not intended to be definitive and is a guide to the scope and complexity of the work required from the post holder. It may be reviewed and amended from time to time following discussion with the post holder. Person Specification Experience Essential Office experience including the use of Microsoft Windows packages Customer service experience Desirable Experience of working in Primary Care and/or a GP Practice Qualifications Essential GCSE Grade A to C in English and Maths Person Specification Experience Essential Office experience including the use of Microsoft Windows packages Customer service experience Desirable Experience of working in Primary Care and/or a GP Practice Qualifications Essential GCSE Grade A to C in English and Maths 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 Waterfront and Solent Surgery Address Waterfront & Solent Surgery Jones Lane Hythe Southampton SO45 6AW Employer's website https://www.waterfrontandsolent.co.uk/ (Opens in a new tab)