Receptionist/Administrator
Job Description
Job summary
We have 3 exciting opportunities to join our dedicated team of Receptionists / Administrators.
Role 1
Monday 08:00 14:00 (Kegworth)
Tuesday 08:00 14:00 (Kegworth)
Wednesday Non-working day
Thursday Non-working day
Friday 08:00 12:00 and 14:00 18:30 (Gotham)
Role 2
Monday 08:00 14:00 (Kegworth)
Tuesday Non-working day
Wednesday 08:00 14:00 (Gotham)
Thursday 09:00 18:00 (Kegworth)
Friday Non-working day
Role 3
Monday 10:00 19:00 (Kegworth)
Tuesday Non-working day
Wednesday Non-working day
Thursday 08:00 14:00 (Gotham)
Friday 08:00 14:00 (Kegworth)
The role is busy, varied, rewarding and challenging so we are looking for a keen and enthusiastic individual who has a flexible pro-active approach with the ability to multi-task.
The ideal candidate will have strong communication and people skills and be a team player. You will have the ability to remain calm under pressure and be able to deal with difficult situations with empathy, efficiency and professionalism.
The successful candidate will be required to work flexibly between 7.30 am to 7.00 pm Monday to Friday, across both our Kegworth and Gotham sites. Providing cover during busy periods and sickness is essential in this role.
Main duties of the job
Key tasks include greeting patients and answering the telephone in a polite, professional, confident manner. You will signpost patients to the most appropriate pathway for their health concern, deal with face to face and telephone enquiries from patients, process prescription requests and deal with various administrative tasks. No two days are the same, and we have the opportunity to make a difference to the patients in our care.
About us
Orchard Surgery is a friendly and successful village GP surgery situated in Kegworth, on the borders of Leicestershire, Derbyshire and Nottinghamshire. We also have a branch site in Gotham.
We have a team of 5 GP Partners, 4 salaried GPs, 3 Practice Nurses and a Management and Administration Team who provide support to them all.
We are a member practice of PartnersHealth which is the GP Federation for Rushcliffe and the employer for all additional roles within the Rushcliffe PCN.
As a practice we are passionate about patient care and enthusiastic about being a training practice, hosting Trainee GPs and Medical and Nursing students.
Job responsibilities
Job Description Receptionist / Administrator
Job Title:
Receptionist / Administrator
Responsible to:
Operations Manager
Responsible for:
N/A
Job Purpose:
To ensure that the Reception and Administration functioning of the Practice runs smoothly, provides a high level of service to patients, doctors, nurses and other members of the Practice team
Duties and Responsibilities
Telephone Duties
Making appointments
Taking, and passing on, messages
Confirming No Action Required results and making appointments to discuss results
Signpost callers to the appropriate healthcare professional
Home visit requests
Deal with general enquiries and first level complaints
Contacting patients, other team members and associated healthcare agencies and providers
Reception Duties
Greet and direct patients and visitors
Register new patients and temporary residents
Making appointments
Handing out prescriptions
Ensure outstanding queries are explained and handed over to colleagues as necessary
Respond to requests of doctors and nurses during surgery
Collect payments from patients for non-NHS services
Deal with general enquiries and complaints
Keep Reception & Waiting Room area tidy and presentable
Filing
Filing and retrieving paperwork as requested (eg. Lloyd George envelopes)
Prescriptions
Dealing with requests and queries relating to repeat prescriptions
Raising prescriptions as per Practice protocols
General
Assist the Practice Management Team with management tasks and the general administration of the practice
Input and extract information from Practice computer system
Deal with SystmConnect on a daily basis actioning and assigning tasks as appropriate
Register New patients onto the system on a daily basis
Scan incoming correspondence and documents to patient records on a daily basis
Ensure all requests for photocopying are carried out daily
Shred confidential information on a daily basis
Print summaries and attached documentation from patient notes for inclusion in Lloyd George envelopes and onward transmission to health authority when patients leave the Practice
Summarise medical records
Tidy all Lloyd George envelopes received into the Practice ensuring all papers are in date order and neatly filed
General housekeeping
Have an overview of admin tasks (eg. cytology admin, recalls)
Opening up / locking up of practice premises and maintaining security in accordance with practice protocols
Observe health and safety guidelines at all times
Observe Confidentiality policy and guidelines at all times
Any other reasonable duties as necessary
GP Assistance
Submit referrals to the appropriate organisations on the instruction of the GPs
Deal with queries from patients and providers relating to submitted referrals
Receive and coordinate requests for medical records, insurance reports and medicals
Check Administration email account and deal with queries as required
Person Specification
Qualifications
Essential
- Good standard of general education
- GCSE Mathematics C or above
- GCSE English C or above
Desirable
- Qualification in Customer Care
Behaviours
Essential
- Smart, polite and confident
- Remaining calm under pressure
- Adaptability
- Using initiative
- Team working
- Punctuality
- Flexibility
- Confidentiality
Desirable
- Planning and organising
Skills
Essential
- Excellent communication skills (Written and Oral)
- Attention to detail
- IT skills
- Clear, polite telephone manner
- Time Management and the ability to work to deadlines
- Problem solving skills
- Interpersonal skills
Experience
Essential
- Experience of working with the general public
- Practical experience of working with others
- Experience of using own initiative
Desirable
- Experience of reception work
- Practical experience of computerised recording systems
- Experience of working within General Practice
Knowledge
Desirable
- A detailed understanding of a General Practice office environment
- Knowledge of SystmOne
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
PartnersHealth
Address
Orchard Surgery
Dragwell
Kegworth
Derby
DE742EL
