We are seeking proactive and motivated Receptionist/Administrators to join our friendly team, who will bring enthusiasm and commitment to the role. We have two part-time positions available, both 15 to 20 hours per week, depending on the successful candidate.
The successful candidates will need to have experience of working with the public, ideally in a general practice or NHS setting; however, this is not essential, and full training will be provided.
Main Duties of the Job
The core responsibilities of the receptionist/administrator are:
1. Maintaining and monitoring the practice appointment system, including booking and amending appointments.
2. Answering incoming telephone calls, transferring calls and dealing with the caller's request appropriately.
3. Managing all queries as necessary in an efficient manner.
4. Signposting patients to the most appropriate service.
5. Supporting all clinical staff with general tasks as required.
6. Timely processing of new patient registrations.
Please refer to the Job Description for a full breakdown of all duties associated with this role. On occasion, it may be necessary to carry out other tasks as appropriate to the role; however, this will be dependent upon factors such as workload and staffing levels.
About Us
Whitwick Road Surgery is a well-established practice serving 8,000 patients and is focused on delivering high-quality patient care, within a supportive culture, which aims to ensure a good work-life balance is maintained for staff.
Job Responsibilities
To be responsible for undertaking a wide range of reception 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, 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.
Generic Responsibilities
All staff at Whitwick Road Surgery have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities for staff to maintain their health, well-being, and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and always maintain confidentiality.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude, and competences to perform their role.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff must adhere to the information contained with practice policies and regional directives, ensuring protocols are always adhered to.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.
Professional Conduct
Staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all their staff are afforded the opportunity to take leave each year and should be encouraged to take all their leave entitlement.
Responsibilities
The following are the core responsibilities of the receptionist/administrator. 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. Maintaining and monitoring the practice appointment system including booking and amending appointments.
2. Process personal, telephone and e-requests for appointments.
3. Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
4. Signpost patients to the correct service.
5. Manage all queries as necessary in an efficient manner.
6. Initiating contact with and responding to requests from patients, team members and external agencies.
7. Support all clinical staff with general tasks as requested.
8. Ensure all filing is up to date and accurate.
9. Timely processing of new patient acceptances.
10. As required support the management of repeat prescriptions, ensuring they are processed accurately and efficiently.
11. Processing of electronic blood results daily.
12. Ensure all mail is distributed to the relevant members of the team.
13. Input data into the patients healthcare records as necessary.
14. Read code data on the clinical system.
15. Scanning of patient-related documentation and attaching scanned documents to patients' healthcare records.
16. Handling of cash and recording of private fees in the cash book.
Person Specification
Personal Qualities
Essential
1. Polite and confident
2. Flexible and cooperative
3. Motivated forward thinker
4. High levels of integrity and loyalty
5. Sensitive and empathetic in distressing situations
6. Ability to work under pressure
Skills
Essential
1. Excellent communication skills (written and oral)
2. Strong IT skills
3. Clear, polite telephone manner
4. Competent in the use of Office and Outlook
5. Effective time management (planning and organising)
6. Ability to work autonomously and as a team member
7. Good interpersonal skills
8. Problem solving and analytical skills
9. Ability to follow procedure
Desirable
1. SystmOne user skills
Other Requirements
Essential
1. Flexibility to work outside of core office hours
#J-18808-Ljbffr