Job summary Trinity Surgery is seeking a full time skilled Receptionist / Administrator, to join our pro-active and friendly team. We are looking for a highly motivated individual who can demonstrate excellent IT, administration and communication skills, who is committed to promoting and providing excellent patient centred services. You should enjoy working within a team with the ability to multi-task and work well under pressure. This is an interesting, varied and rewarding role providing receptionist services and administrative support. The ideal candidate will have experience of working in administration. Previous experience of working in a GP Practice, knowledge of the SystmOne clinical system, medical terminology, read coding, the Quality and Outcomes Framework (QoF) and GDPR is desirable but not essential as full training will be given; multi-lingual skills may be beneficial. Accuracy and attention to detail are essential. If you possess the above qualities, are willing and eager to learn new skills and are flexible in your approach to work we would like to hear from you. We are strongly committed to safeguarding and promoting the welfare of children and all patients. Main duties of the job To provide all the necessary admin and clerical support required to ensure an efficient, effective and high quality service for patients and to work with colleagues to ensure the smooth running of the practice. About us Trinity Surgery is a 2 partner training practice in the Fenland town of Wisbech. The surgery provides high quality health care for its 14,000 patients and is a consistently high QoF achiever. Trinity Surgery is the lead practice for Research within the Wisbech PCN. Trinity Surgery has an experienced, committed, professional and friendly team that prides itself on providing high quality care to all it's patients. Date posted 17 February 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time Reference number A4998-25-0000 Job locations Trinity Surgery 29 St. Augustines Road Wisbech Cambridgeshire PE13 3UZ Job description Job responsibilities TRINITY SURGERY JOB DESCRIPTION Medical Receptionist / Administrator Main Purpose of Post: To provide a point of contact for patients and act as a focal point for communication between patients, doctors and other medical staff. To provide efficient, accurate administrative support for clinicians, patients and colleagues Responsible To: Practice Manager _______________________________________________________________________ 1. RECEPTION DUTIES · Respond to all queries and requests for assistance from patients and other visitors · Greet patients and direct them from reception into waiting area. · Ensure patients without appointments but in need of urgent consultation are seen according to surgery protocol · Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed · Advise patients of relevant charges for private services, accept payment and issue receipt for same · Enter on computer any requests for home visits and provide a computer print-out · Ensure that any prescription requested urgently for the day are passed for action to the repeat prescription clerk or other person as appropriate · Action requests for ambulance transport · Ensure all incoming and outgoing mail is directed appropriately · Ensure reception and waiting areas are kept neat and tidy · Taking fees from patients, entering in day book and issuing receipts. · Ensuring sufficient forms and documents are available in Reception · Work safely at all times in accordance with practice policy · The performance of any other reasonable duties requested by the Doctors, Practice Manager or Reception Team Leader 2. OPERATION OF TELEPHONE SYSTEM · Receive and make calls as required in accordance with surgery protocol. Divert calls and take messages in accordance with surgery protocol · Ensure the system is operational at the beginning of each day and switched over to night service and answerphone operational at the end of each day 3. MANAGEMENT OF APPOINTMENT SYSTEM Ensure total familiarity with all appointment systems in effect including regular and incidental variations Book appointments and recalls ensuring correct information is recorded Ensure appropriate booking of appointments in line with practice protocol Monitor effectiveness of the system and report any problems or variations required 4. START AND END OF DAY PROCEDURES · Open up premises at the start of each day, switch off alarm system and make all necessary preparations to receive patients · Follow “End of Day” procedures and ensure preparations for the next working day are complete · Secure premises at end of day, ensure building is totally secure, internal lights off and alarm system activated 5. ANY OTHER DELEGATED DUTIES CONSIDERED APPROPRIATE TO THE POST SPECIAL REQUIREMENTS OF THE POST An understanding, acceptance and adherence to the need for strict confidentiality An ability to use own judgement, resourcefulness, common sense and knowledge, to respond to patients enquiries and requests Excellent communication skills Ability to prioritise workload Accuracy and attention to detail Confidentiality: In the 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 carer, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organization, 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 & Safety: The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & 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 recognizes the importance of people’s 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. Personal/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 team’s performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, to ensure equitable division of workload and resources. Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize people’s 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 TRINITY SURGERY JOB DESCRIPTION Medical Receptionist / Administrator Main Purpose of Post: To provide a point of contact for patients and act as a focal point for communication between patients, doctors and other medical staff. To provide efficient, accurate administrative support for clinicians, patients and colleagues Responsible To: Practice Manager _______________________________________________________________________ 1. RECEPTION DUTIES · Respond to all queries and requests for assistance from patients and other visitors · Greet patients and direct them from reception into waiting area. · Ensure patients without appointments but in need of urgent consultation are seen according to surgery protocol · Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed · Advise patients of relevant charges for private services, accept payment and issue receipt for same · Enter on computer any requests for home visits and provide a computer print-out · Ensure that any prescription requested urgently for the day are passed for action to the repeat prescription clerk or other person as appropriate · Action requests for ambulance transport · Ensure all incoming and outgoing mail is directed appropriately · Ensure reception and waiting areas are kept neat and tidy · Taking fees from patients, entering in day book and issuing receipts. · Ensuring sufficient forms and documents are available in Reception · Work safely at all times in accordance with practice policy · The performance of any other reasonable duties requested by the Doctors, Practice Manager or Reception Team Leader 2. OPERATION OF TELEPHONE SYSTEM · Receive and make calls as required in accordance with surgery protocol. Divert calls and take messages in accordance with surgery protocol · Ensure the system is operational at the beginning of each day and switched over to night service and answerphone operational at the end of each day 3. MANAGEMENT OF APPOINTMENT SYSTEM Ensure total familiarity with all appointment systems in effect including regular and incidental variations Book appointments and recalls ensuring correct information is recorded Ensure appropriate booking of appointments in line with practice protocol Monitor effectiveness of the system and report any problems or variations required 4. START AND END OF DAY PROCEDURES · Open up premises at the start of each day, switch off alarm system and make all necessary preparations to receive patients · Follow “End of Day” procedures and ensure preparations for the next working day are complete · Secure premises at end of day, ensure building is totally secure, internal lights off and alarm system activated 5. ANY OTHER DELEGATED DUTIES CONSIDERED APPROPRIATE TO THE POST SPECIAL REQUIREMENTS OF THE POST An understanding, acceptance and adherence to the need for strict confidentiality An ability to use own judgement, resourcefulness, common sense and knowledge, to respond to patients enquiries and requests Excellent communication skills Ability to prioritise workload Accuracy and attention to detail Confidentiality: In the 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 carer, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organization, 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 & Safety: The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & 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 recognizes the importance of people’s 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. Personal/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 team’s performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, to ensure equitable division of workload and resources. Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize people’s 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 Qualifications Essential 5 or more GCSEs Grade 9-4 or higher in relevant subjects Experience Essential Experience of dealing with members of the public Experience of working in a customer service role Desirable Experience in Primary Care/NHS/caring profession Experience in using SystmOne clinical software Medical terminology knowledge Knowledge & Skills Essential Ability to understand and learn new software and administrative procedures. Familiar with email and the internet IT literate including experience in using Word and Excel Excellent communication (oral and written) and interpersonal skills Good time management skills and able to work under own initiative Accuracy and attention to detail An understanding, acceptance and adherence to the need for strict confidentiality Ability to work without direct supervision and determine own workload priorities Able to manage stress and work under pressure Adaptable to change Ability to learn new tasks and work to instruction Desirable Knowledge and understanding of rules regarding GDPR Person Specification Qualifications Essential 5 or more GCSEs Grade 9-4 or higher in relevant subjects Experience Essential Experience of dealing with members of the public Experience of working in a customer service role Desirable Experience in Primary Care/NHS/caring profession Experience in using SystmOne clinical software Medical terminology knowledge Knowledge & Skills Essential Ability to understand and learn new software and administrative procedures. Familiar with email and the internet IT literate including experience in using Word and Excel Excellent communication (oral and written) and interpersonal skills Good time management skills and able to work under own initiative Accuracy and attention to detail An understanding, acceptance and adherence to the need for strict confidentiality Ability to work without direct supervision and determine own workload priorities Able to manage stress and work under pressure Adaptable to change Ability to learn new tasks and work to instruction Desirable Knowledge and understanding of rules regarding GDPR Employer details Employer name Trinity Surgery Address Trinity Surgery 29 St. Augustines Road Wisbech Cambridgeshire PE13 3UZ Employer's website https://www.trinity-surgery.co.uk/ (Opens in a new tab)