Receptionist/Administrator

Job responsibilities

Job Description: Administrator / Receptionist

Location: St. Georges Medical Practice, 93 Musters Road, West Bridgford, Nottingham, NG2 7PG

Responsible for: No Supervisory responsibility for staff

Responsible to: Senior Receptionist

Accountable to : Management team and Partners

Role Summary

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, the processing of information and assisting patients as required.

To act as the central point of contact for patients, be responsible for the distribution of information, messages and enquiries for the clinical team, liaise with multi-disciplinary team members and external agencies such as secondary care and community service providers.

To perform administrative tasks efficiently and accurately.

Mission Statement

We aim to provide high quality, safe and compassionate care in partnership with our patients and seek to continuously improve the service we offer.

Primary Key Responsibilities

The following are the core Receptionist / Administrator responsibilities:

Maintain and monitor the practice appointment system.

Process personal, telephone and e-requests for appointments.

Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.

Signpost patients to the correct service.

Initiating contact with and responding to, requests from patients, team members and external agencies.

Photocopy documentation as required.

Data entry of new and temporary registrations and relevant patient information as required.

Process repeat prescription requests in accordance with practice guidelines.

Scan patient related documentation and attach scanned documents to patients healthcare records

Action incoming emails and correspondence as necessary

Dealing with incoming and outgoing post.

Order and monitor stationery supplies as required.

Handling cash and card payments from patients correctly and accurately.

Input data into patients healthcare records as necessary.

Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team.

Manage all queries as necessary in an efficient manner.

Maintain a clean, tidy, effective working area at all times

Support all clinical staff with general tasks as requested.

Complete opening and closing procedures in accordance with practice procedures.

Acting as a fire marshal following practice procedures.

Generic Responsibilities

All staff at this organisation have a duty to conform to the following:

Equality, Diversity and Inclusion (ED&I)

A good attitude and positive action towards Equality Diversity & Inclusion 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.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.

The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.

All personnel are to comply with the:

Health and Safety at Work Act 1974

Environmental Protection Act 1990

Environment Act 1995

Fire Precautions (workplace) Regulations 1999

Other statutory legislation which may be brought to the post holders attention

Confidentiality

The organisation 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 maintain confidentiality.

It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

Induction

We will provide a full induction programme, and management will support you throughout the process.

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. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate.

The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences). ...