Job summary We are looking for one or two part-time GP Receptionist/Administrators to join our friendly practice team. Applicants would ideally have experience of working in a patient/public environment, have good telephone and keyboard skills, enjoy a varied job role, and be flexible in covering for colleagues during absence. Main duties of the job Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. About us Mill Road Surgery is a friendly, forward-thinking practice, committed to delivering high quality care for our c.5400 patients and benefitting from having a strong and supportive team of staff. Our current nursing team consists of 2 Practice Nurses, 1 Trainee Nurse Associate and 1 Healthcare Assistant. The Surgery is an active member of Network North PCN. We are situated in the North of Sheffield, in an attractive purpose-built surgery with convenient access to junction 35 of the M1. Date posted 15 January 2025 Pay scheme Other Salary £11.44 an hour Will rise in line with national minimum wage Contract Permanent Working pattern Part-time Reference number A2632-24-0002 Job locations 98a Mill Road Ecclesfield Sheffield S35 9XQ Job description Job responsibilities Reception Duties Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely. Answer all incoming phone calls from patients and other healthcare professionals. Navigate them to the appropriate clinician, and/or take and pass on messages. Deal with administrative queries and requests from patients and act as liaison with the clinicians as necessary. Make, cancel, or rearrange appointments via the clinical system. Support and assist clinicians as required. Arrange interpreters as necessary. Ensure up to date patient information is recorded. Keeping tidy the workspace and waiting area. Each evening, perform the lockdown procedure, set alarms, and lock premises. Monitoring of the recall system Ensuring equipment on loan to patients is recorded and returned, and the equipment is cleaned fully and is fully functional. Clerical Duties Ensure that repeat prescriptions are done accurately and efficiently following protocol. Open, stamp and scan practice post as instructed following our Workflow Protocol File electronic scanned documents into computerised record i.e., medical documents, hospital reports and letters as necessary. Retrieve paper notes from storage unit as requested. Photocopy documents as required. Action tasks set by clinicians via the clinical systems and email. Deal with ad-hoc requests from other members of the Primary Health Care Team. Data Duties Registration and documentation of new patients and temporary residents to the practice. Ensure new patient checks are booked in Updating pts details on the clinical system Completion of tasks Review and action test results when required Read coding medical data into clinical system and computerised medical record of patient. Set up and run clinical searches To provide and maintain information required for public health targets. This will include data checking and liaising with the clinical team to improve performance. Take part in practice performance related to recalls for patients. This will include maintaining an up-to-date register and working on improvement General Duties Be involved generally in the maintaining and encouraging of adequate security measures e.g., locking doors, setting security alarm where relevant. Leave desk tidy at the end of each day. Maintain the Health and Safety of all staff, patients, and visitors. Always ensure confidentiality, only releasing confidential information obtained during employment to those acting in an official capacity with the agreement of the Practice Manager. Comply and familiarise yourself with the Practices policies and procedures. Carry out any other duties as reasonably requested by the Clinicians or Practice Management Team. Confidentiality While 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. Health and Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health and Safety Policy, to include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified. 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-judgmental and respects their circumstances, feelings priorities and rights. To raise any Safeguarding concerns, you may have relating to any patient to our Safeguarding Leads or Deputies. Personal and Professional Development 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. Communication The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly. 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 Reception Duties Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely. Answer all incoming phone calls from patients and other healthcare professionals. Navigate them to the appropriate clinician, and/or take and pass on messages. Deal with administrative queries and requests from patients and act as liaison with the clinicians as necessary. Make, cancel, or rearrange appointments via the clinical system. Support and assist clinicians as required. Arrange interpreters as necessary. Ensure up to date patient information is recorded. Keeping tidy the workspace and waiting area. Each evening, perform the lockdown procedure, set alarms, and lock premises. Monitoring of the recall system Ensuring equipment on loan to patients is recorded and returned, and the equipment is cleaned fully and is fully functional. Clerical Duties Ensure that repeat prescriptions are done accurately and efficiently following protocol. Open, stamp and scan practice post as instructed following our Workflow Protocol File electronic scanned documents into computerised record i.e., medical documents, hospital reports and letters as necessary. Retrieve paper notes from storage unit as requested. Photocopy documents as required. Action tasks set by clinicians via the clinical systems and email. Deal with ad-hoc requests from other members of the Primary Health Care Team. Data Duties Registration and documentation of new patients and temporary residents to the practice. Ensure new patient checks are booked in Updating pts details on the clinical system Completion of tasks Review and action test results when required Read coding medical data into clinical system and computerised medical record of patient. Set up and run clinical searches To provide and maintain information required for public health targets. This will include data checking and liaising with the clinical team to improve performance. Take part in practice performance related to recalls for patients. This will include maintaining an up-to-date register and working on improvement General Duties Be involved generally in the maintaining and encouraging of adequate security measures e.g., locking doors, setting security alarm where relevant. Leave desk tidy at the end of each day. Maintain the Health and Safety of all staff, patients, and visitors. Always ensure confidentiality, only releasing confidential information obtained during employment to those acting in an official capacity with the agreement of the Practice Manager. Comply and familiarise yourself with the Practices policies and procedures. Carry out any other duties as reasonably requested by the Clinicians or Practice Management Team. Confidentiality While 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. Health and Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health and Safety Policy, to include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified. 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-judgmental and respects their circumstances, feelings priorities and rights. To raise any Safeguarding concerns, you may have relating to any patient to our Safeguarding Leads or Deputies. Personal and Professional Development 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. Communication The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly. 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 Experience Essential Experience on Customer Service & communication Desirable 1 years Experience of dealing with the public Experience of clinical computer system SystmOne Skills Essential Ability to demonstrate a methodical, organised, and flexible approach to work. Ability to organise and prioritise workloads. Effective listening, verbal, and written communication skills. Excellent interpersonal and customer service skills, with the ability to communicate effectively with a diverse range of people, establishing and maintaining effective working relationships. Ability to always maintain a high level of confidentiality and discretion. Caring and empathetic approach to handling patient issues & complaints Flexible and reliable A mature and professional manner. Ability to learn quickly about the business and a willingness to learn. Ability to remain calm under pressure. Desirable Basic IT skills Qualifications Essential 5 GCSEs grade A to C including English and Maths Person Specification Experience Essential Experience on Customer Service & communication Desirable 1 years Experience of dealing with the public Experience of clinical computer system SystmOne Skills Essential Ability to demonstrate a methodical, organised, and flexible approach to work. Ability to organise and prioritise workloads. Effective listening, verbal, and written communication skills. Excellent interpersonal and customer service skills, with the ability to communicate effectively with a diverse range of people, establishing and maintaining effective working relationships. Ability to always maintain a high level of confidentiality and discretion. Caring and empathetic approach to handling patient issues & complaints Flexible and reliable A mature and professional manner. Ability to learn quickly about the business and a willingness to learn. Ability to remain calm under pressure. Desirable Basic IT skills Qualifications Essential 5 GCSEs grade A to C including 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 Mill Road Surgery Address 98a Mill Road Ecclesfield Sheffield S35 9XQ Employer's website https://www.millroadgpsurgery.co.uk (Opens in a new tab)