Reception & Secretarial Assistant
- NHS
- Full Time
- Birmingham
- 12.21 an hour
Job Description
Job summary
We are seeking a reliable, detail-oriented, and friendly Admin Assistant/Receptionist to join our dynamic team at a busy GP practice based in Yardley.
This role requires excellent organizational skills, a professional demeanor, and the ability to handle multiple tasks in a fast-paced healthcare environment.
The successful candidate will play a key role in supporting the practice's day-to-day operations and ensuring a high level of service for patients and staff.
Main duties of the job
Reception & Secretarial Assistant
Key Responsibilities:
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Reception Duties:
- Greet and assist patients in a friendly and professional manner.
- Answer and direct phone calls, responding to patient inquiries.
- Manage appointment scheduling for patients and ensure smooth daily patient flow.
- Register new patients, update records, and verify patient information.
- Handle patient check-ins and check-outs, ensuring accuracy in the system.
- Deal with patient queries, concerns, and provide necessary support.
-
Administrative Support:
- Perform general administrative duties such as filing, photocopying, scanning, and organizing documents.
- Assist with maintaining patient records, both paper and digital, ensuring accuracy and confidentiality.
- Prepare and send out patient communications, including appointment reminders, forms, and reports.
- Assist with typing up correspondence, medical letters, and other documents for the GP and practice team.
-
Medical Secretary Duties:
- Assist GPs and clinical staff with secretarial duties, including typing medical reports and letters.
- Support the clinical team with updating and organizing patient information in line with GDPR and confidentiality requirements.
- Manage referrals, following up on correspondence and tracking patient progress.
- Maintain efficient filing systems for medical documents and patient files.
About us
At Swan medical centre we pride ourselves on creating a welcoming and supportive environment for both our staff and patients. Our team is made up of dedicated professionals who work together to ensure the smooth running of the practice and provide the highest level of care for our patients.
Youll be joining a friendly and passionate team of GPs, nurses, healthcare assistants, and administrative staff who are committed to delivering excellent patient care. We work closely together, valuing open communication, mutual respect, and collaboration to support each other in our daily tasks.
Job responsibilities
Job Description:
We are looking for a dedicated, flexible, and highly organized Reception & Secretarial Assistant to join our team at a busy GP practice. This cross-cover role will involve providing support in both reception and secretarial tasks, ensuring smooth day-to-day operations in a fast-paced environment. The successful candidate will be responsible for delivering exceptional customer service to patients while also assisting with administrative and secretarial duties for the medical team.
Key Responsibilities: Reception Duties:- Patient Interaction: Greet and assist patients in a warm and professional manner, ensuring their needs are met.
- Call Management: Answer phone calls promptly, directing inquiries to the appropriate team member, and providing assistance when necessary.
- Appointment Management: Schedule patient appointments, manage changes or cancellations, and ensure efficient patient flow throughout the day.
- Patient Registration: Update and maintain accurate patient records, ensuring information is correctly entered into the practice management system.
- Administrative Support: Assist patients with any general queries, guide them through processes, and ensure they feel supported and cared for.
- Medical Secretarial Support: Assist GPs and clinical staff with typing up medical reports, letters, and other correspondence as required.
- Patient Record Management: Ensure patient records are up-to-date and confidential, handling both paper-based and electronic files.
- Referrals & Communication: Handle referrals, track progress, and ensure clear communication between the practice and other healthcare providers.
- Document Preparation: Prepare patient communication documents, including appointment reminders and follow-up letters, ensuring they are sent out in a timely manner.
- Administrative Assistance: Perform a variety of office tasks, such as photocopying, scanning, and filing documents, to support the medical team.
- Reception Experience: Previous experience working in a reception or front-of-house role, ideally within a healthcare or medical setting.
- Secretarial Experience: Experience in secretarial duties such as typing reports, managing patient records, and supporting healthcare professionals.
- Strong Organizational Skills: Ability to manage competing tasks, stay organized, and maintain attention to detail while working under pressure.
- IT Proficiency: Proficient with office software (Word, Excel, Outlook) and familiarity with practice management or medical software (desirable but not essential).
- Communication Skills: Excellent verbal and written communication skills, with a friendly and professional manner.
- Confidentiality: A strong understanding of patient confidentiality and data protection regulations (GDPR).
- Flexibility: Ability to adapt quickly to changing priorities and provide cover for both reception and secretarial duties as needed.
- Friendly, approachable, and empathetic toward patients and colleagues.
- Strong work ethic, with the ability to work independently and as part of a team.
- Ability to multitask and stay calm in a busy environment.
- Excellent attention to detail and organizational skills.
- Proactive and solution-focused, with a positive attitude.
Person Specification
Experience
Essential
- Reception Experience:
- Prior experience working in a reception role, particularly in a healthcare or medical environment, is highly valued. This includes managing patient interactions, handling appointments, answering calls, and dealing with general inquiries.
- Secretarial or Administrative Experience:
- Experience in secretarial work such as typing, preparing reports, managing documents, and supporting a team of professionals (ideally in a medical or healthcare setting). Experience with patient record management, filing systems, and dealing with medical terminology is also highly regarded.
Desirable
- Professionalism and Discretion:
- As you will be interacting with patients and handling sensitive information, professionalism and discretion are key attributes for this role.
- Adaptability and Flexibility:
- Ability to adapt to a changing environment and assist with a variety of tasks as needed, including covering both reception and secretarial duties.
Qualifications
Essential
- GCSEs (or equivalent):
- Minimum of 5 GCSEs, including English and Mathematics, at grade C or above (or equivalent). This ensures a good understanding of communication and numeracy, which are essential for both reception and secretarial tasks.
- Computer Literacy:
- Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) for basic office tasks such as typing documents, handling emails, and managing spreadsheets.
- Multitasking Ability:
- The role involves managing multiple tasks at once, such as answering calls, scheduling appointments, and providing secretarial support to medical staff. Strong organizational skills and the ability to prioritize tasks are essential.
- Attention to Detail:
- Ensuring patient records are accurate, appointments are scheduled correctly, and documents are filed appropriately. A high level of accuracy is essential in both reception and secretarial tasks.
Desirable
- NVQ or ...
