Job summary We are looking for a temporary part time receptionist to be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Experience is preferred. This will be a zero hours contract. Flexibility is essential and the successful applicant should be available to work between the hours of 08.00am and 18.30pm on a rota basis, as and when required. Previous applicants need not apply. Main duties of the job Duties can include, but are not limited to, answering phone calls, greeting, and directing patients, effective use of the appointment system, booking appointments, processing of information, and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages, and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers. About us We are a lovely practice in Cleckheaton with 5 partners, 2 x ACPs, 1 x Paramedic, 1 x Practice Nurse, 2 x HCAs and a friendly team of reception and admin staff. Date posted 06 February 2025 Pay scheme Other Salary Depending on experience Contract Bank Working pattern Part-time Reference number A3173-25-0001 Job locations St John’s House Cross Church Street Cleckheaton West Yorkshire BD19 3RQ Job description Job responsibilities The following are the core responsibilities of the receptionist. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: a. Maintaining and monitoring the practice appointment system b. Process personal, telephone and e-requests for appointments c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately d. Front desk duties, including correct procedure for arriving patients. e. Prescription requests f. Signpost patients to the correct service g. Initiating contact with and responding to, requests from patients, team members and external agencies h. Read code data on SystmOne k. Input data into the patients healthcare records as necessary l. Direct requests for information i.e., SAR, insurance / solicitors letters and DVLA forms to the Medical Secretary. m. Manage all queries as necessary in an efficient manner n. Carry out system searches as requested o. Maintain a clean, tidy, effective working area always p. Monitor and maintain the reception area and notice boards q. Support all clinical staff with general tasks as requested Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills. Building Report any maintenance matters to the Lead Receptionist Confidentiality & Data Protection Where it is a requirement of the job for the post-holder to use computers or other information technology, he/she will be required to ensure that security procedures are followed as appropriate and that confidential information for example, passwords, are not communicated to unauthorised individuals. 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 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 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 & Safety All employees are required by section 7 of the Health and Safety at Work Act to take reasonable care of their own health and safety and that of others who may be affected by their acts and omissions. 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 Identify the risks involved in work activities and undertake such activities in a way that mange's 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 & 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 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 the individual, is non-judgmental and respects their circumstances, feelings priorities and rights Personal/Professional Development The post-holder will participate in any training/personal development programme implemented by the practice as part of this employment 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 Completing all mandatory training in the timeframes agreed as per the practice mandatory training Matrix 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 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 policies, standards and guidelines will affect own and others work participate in audit where appropriate General Clause This job description is not intended to be exhaustive but to indicate the main responsibilities of the post and may be amended from time to time after consultation with the post-holder to reflect the needs of the service Job description Job responsibilities The following are the core responsibilities of the receptionist. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: a. Maintaining and monitoring the practice appointment system b. Process personal, telephone and e-requests for appointments c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately d. Front desk duties, including correct procedure for arriving patients. e. Prescription requests f. Signpost patients to the correct service g. Initiating contact with and responding to, requests from patients, team members and external agencies h. Read code data on SystmOne k. Input data into the patients healthcare records as necessary l. Direct requests for information i.e., SAR, insurance / solicitors letters and DVLA forms to the Medical Secretary. m. Manage all queries as necessary in an efficient manner n. Carry out system searches as requested o. Maintain a clean, tidy, effective working area always p. Monitor and maintain the reception area and notice boards q. Support all clinical staff with general tasks as requested Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills. Building Report any maintenance matters to the Lead Receptionist Confidentiality & Data Protection Where it is a requirement of the job for the post-holder to use computers or other information technology, he/she will be required to ensure that security procedures are followed as appropriate and that confidential information for example, passwords, are not communicated to unauthorised individuals. 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 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 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 & Safety All employees are required by section 7 of the Health and Safety at Work Act to take reasonable care of their own health and safety and that of others who may be affected by their acts and omissions. 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 Identify the risks involved in work activities and undertake such activities in a way that mange's 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 & 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 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 the individual, is non-judgmental and respects their circumstances, feelings priorities and rights Personal/Professional Development The post-holder will participate in any training/personal development programme implemented by the practice as part of this employment 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 Completing all mandatory training in the timeframes agreed as per the practice mandatory training Matrix 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 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 policies, standards and guidelines will affect own and others work participate in audit where appropriate General Clause This job description is not intended to be exhaustive but to indicate the main responsibilities of the post and may be amended from time to time after consultation with the post-holder to reflect the needs of the service Person Specification Personal Qualities Essential Flexible attitude to work Able to work as part of a team Well motivated Able to deal with sensitive issues with tact and diplomacy Desirable Awareness of infection control Awareness of health and safety Experience Essential Experience of working with the general public Experience of administrative duties Experience of working in a health care setting SystmOne experience Good verbal communication Skills Good telephone manner Ability to produce work of a high standard and with attention to detail Desirable Previous use of a computerised patient information system An understanding of confidentiality and GDPR Qualifications Essential NVQ Level 2 or equivalent in Maths and English Experience in a medical receptionist role in a GP surgery 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 Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Desirable Experience of answering telephone calls in a high call volume environment. Use of SystmOne SKILLS Essential Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Microsoft Office and Outlook packages SystmOne Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure Person Specification Personal Qualities Essential Flexible attitude to work Able to work as part of a team Well motivated Able to deal with sensitive issues with tact and diplomacy Desirable Awareness of infection control Awareness of health and safety Experience Essential Experience of working with the general public Experience of administrative duties Experience of working in a health care setting SystmOne experience Good verbal communication Skills Good telephone manner Ability to produce work of a high standard and with attention to detail Desirable Previous use of a computerised patient information system An understanding of confidentiality and GDPR Qualifications Essential NVQ Level 2 or equivalent in Maths and English Experience in a medical receptionist role in a GP surgery 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 Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Desirable Experience of answering telephone calls in a high call volume environment. Use of SystmOne SKILLS Essential Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Microsoft Office and Outlook packages SystmOne Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure 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 Cleckheaton Group Practice Address St John’s House Cross Church Street Cleckheaton West Yorkshire BD19 3RQ Employer's website https://www.cleckkheatongrouppractice.co.uk (Opens in a new tab)