Job summary We are looking for a new member of staff to join our Admin/Reception team. The position will entail undertaking various roles but predominantly Admin & Reception roles within our GP surgery. We are looking for someone who is IT literate, has good organisational skills and a willingness to learn and become part of our friendly, forward thinking team. Hours to be covered between 7:45am and 6:45pm, Monday- Friday but occasional weekend may arise. Our team consists of 5 GPs, 1 x Practice Nurse, 2 x HCA, and a large Admin/Reception Team. Main duties of the job Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently Manage all enquires in an effective manner Maintain an accurate referrals database Process calling letters as requested Scanning of patient related documentation and attaching scanned documents to patients healthcare records Input data into the patients healthcare records as necessary Process referrals using the electronic referral system (ERS) Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms Read code data on Systm 1 Answer incoming phone calls, transferring calls or dealing with the callers request appropriately Manage all administrative queries as necessary Carry out system searches as requested Maintain a clean, tidy, effective working area at all times Support all clinical staff with general administrative tasks as requested About us We are a friendly surgery that has a fantastic supportive team. We strive to provide the best service for our patients. If you think you have the passion to help people and make a difference then please apply. Date posted 12 February 2025 Pay scheme Other Salary Depending on experience above NMW Contract Permanent Working pattern Full-time, Part-time Reference number A2149-25-0001 Job locations 50 Barrs Road Cradley Heath West Midlands B64 7HG Job description Job responsibilities The following are the core responsibilities of the admin/reception role. 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. Typing letters, reports and associated documentation as required b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently c. Manage all enquires in an effective manner d. Maintain an accurate referrals database e. Process calling letters as requested f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records g. Input data into the patients healthcare records as necessary h. Process referrals using the electronic referral system (ERS) i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms j. Read code data on Systm 1 k. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately l. Manage all administrative queries as necessary m. Carry out system searches as requested n. Maintain a clean, tidy, effective working area at all times o. Support all clinical staff with general administrative tasks as requested p. Patient care navigating and Reception duties q. Inputting new patient registrations r. Partake in audit as directed by the audit lead s. Produce meeting agendas and record the minutes of meetings t. Support reception staff, providing cover during staff absences u. Complete opening and closing procedures in accordance with the duty rota Job description Job responsibilities The following are the core responsibilities of the admin/reception role. 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. Typing letters, reports and associated documentation as required b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently c. Manage all enquires in an effective manner d. Maintain an accurate referrals database e. Process calling letters as requested f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records g. Input data into the patients healthcare records as necessary h. Process referrals using the electronic referral system (ERS) i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms j. Read code data on Systm 1 k. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately l. Manage all administrative queries as necessary m. Carry out system searches as requested n. Maintain a clean, tidy, effective working area at all times o. Support all clinical staff with general administrative tasks as requested p. Patient care navigating and Reception duties q. Inputting new patient registrations r. Partake in audit as directed by the audit lead s. Produce meeting agendas and record the minutes of meetings t. Support reception staff, providing cover during staff absences u. Complete opening and closing procedures in accordance with the duty rota Person Specification Experience Essential Experience is not essential as training will be given but the applicant should strive for accuracy and precision and examples of this will need to be evidenced. Desirable Experience of working in a GP practice would be desirable but not essential Person Specification Experience Essential Experience is not essential as training will be given but the applicant should strive for accuracy and precision and examples of this will need to be evidenced. Desirable Experience of working in a GP practice would be desirable but not essential 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 Haden Vale Medical Practice Address 50 Barrs Road Cradley Heath West Midlands B64 7HG Employer's website https://www.hadenvalemedicalpractice.org (Opens in a new tab)