Part-time receptionist/administrator required for GP practice in Southend-on-Sea to work 25 hours per week.
Shifts will be Monday - Friday either 8am to 1pm or 1.30pm to 6.30pm, with a mix of mornings and afternoons.
You will work as part of a busy team providing administrative and reception support to the general smooth running of the surgery.
Previous System One or GP experience is preferable but not essential as training will be provided.
Main duties of the job
Main duties of the receptionist/administrator role will include: Face to face and telephone communication with patients and external contacts, booking appointments, dealing with patients' queries, taking messages, liaising with doctors, nurses, and administrative staff. A wide range of administrative support tasks, including scanning documents, processing prescriptions, filing, and general admin duties as required. About us
We are a medium-sized surgery looking after 8000 patients, with a clinical team of GPs, Nurses, and Associate Practitioners. We have a dedicated and supportive team of receptionists, secretaries, and administrators who you will be working alongside on a daily basis. Job responsibilities
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way. Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Check telephone numbers, addresses, and email addresses with patients. Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery. Enter requests for home visits and telephone consultations onto the telephone consultation screen, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor. Action repeat prescription requests following the practice guidelines and ensure that they are ready for collection by the patient within 48 hours. Advise patients of relevant charges for private (non-General Medical Services) services, accept payment, and issue receipts for the same. Ensure that scanning and read-coding is up to date on a daily basis. Scanning must be double-checked before being read-coded. Once letters are summarised on patients' computerized medical records, they must be cross shredded. Ensure that all recent correspondence is available when patients are seen. Open up premises at the start of the day. De-activate alarm and make all necessary preparations to receive patients. When last to leave at the end of the day, ensure that the building is totally secured, radiators, fans, and internal lights are turned off and the alarm activated. Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager. Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff, and other healthcare workers. They may also have access to information relating to the Practice as a business organization. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers, or the business of the Practice may only be divulged to authorized persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health & Safety and Infection Prevention and Control
The post-holder will assist in promoting and maintaining their own and others' health, safety, and security as defined in the Practice Health & Safety Policy and Infection Prevention and Control Policy. Using personal security systems within the workplace according to Practice guidelines. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, and free from hazards. Equality and Diversity
The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues. Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs, and beliefs of patients, carers, and colleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgmental, and respects their circumstances, feelings, priorities, and rights. Personal/Professional Development
The post-holder will participate in any training program implemented by the Practice as part of this employment. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others who are undertaking similar work. Quality
The post-holder will strive to maintain quality within the Practice. Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance. Work effectively with individuals in other agencies to meet patients' needs. Effectively manage own time, workload, and resources. Communication
The post-holder should recognize the importance of effective communication within the team. Communicate effectively with other team members. Communicate effectively with patients and carers. Recognize people's needs for alternative methods of communication and respond accordingly. Contribution to the Implementation of Services
The post-holder will apply Practice policies, standards, and guidance. Discuss with other members of the team how the policies, standards, and guidelines will affect own work. Participate in audit where appropriate. Person Specification
Qualifications
GCSE grade A to C in English and Maths. 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.
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Main duties of the receptionist/administrator role will include: Face to face and telephone communication with patients and external contacts, booking appointments, dealing with patients' queries, taking messages, liaising with doctors, nurses, and administrative staff. A wide range of administrative support tasks, including scanning documents, processing prescriptions, filing, and general admin duties as required. About us
We are a medium-sized surgery looking after 8000 patients, with a clinical team of GPs, Nurses, and Associate Practitioners. We have a dedicated and supportive team of receptionists, secretaries, and administrators who you will be working alongside on a daily basis. Job responsibilities
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way. Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Check telephone numbers, addresses, and email addresses with patients. Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery. Enter requests for home visits and telephone consultations onto the telephone consultation screen, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor. Action repeat prescription requests following the practice guidelines and ensure that they are ready for collection by the patient within 48 hours. Advise patients of relevant charges for private (non-General Medical Services) services, accept payment, and issue receipts for the same. Ensure that scanning and read-coding is up to date on a daily basis. Scanning must be double-checked before being read-coded. Once letters are summarised on patients' computerized medical records, they must be cross shredded. Ensure that all recent correspondence is available when patients are seen. Open up premises at the start of the day. De-activate alarm and make all necessary preparations to receive patients. When last to leave at the end of the day, ensure that the building is totally secured, radiators, fans, and internal lights are turned off and the alarm activated. Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager. Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff, and other healthcare workers. They may also have access to information relating to the Practice as a business organization. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers, or the business of the Practice may only be divulged to authorized persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health & Safety and Infection Prevention and Control
The post-holder will assist in promoting and maintaining their own and others' health, safety, and security as defined in the Practice Health & Safety Policy and Infection Prevention and Control Policy. Using personal security systems within the workplace according to Practice guidelines. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, and free from hazards. Equality and Diversity
The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues. Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs, and beliefs of patients, carers, and colleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgmental, and respects their circumstances, feelings, priorities, and rights. Personal/Professional Development
The post-holder will participate in any training program implemented by the Practice as part of this employment. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others who are undertaking similar work. Quality
The post-holder will strive to maintain quality within the Practice. Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance. Work effectively with individuals in other agencies to meet patients' needs. Effectively manage own time, workload, and resources. Communication
The post-holder should recognize the importance of effective communication within the team. Communicate effectively with other team members. Communicate effectively with patients and carers. Recognize people's needs for alternative methods of communication and respond accordingly. Contribution to the Implementation of Services
The post-holder will apply Practice policies, standards, and guidance. Discuss with other members of the team how the policies, standards, and guidelines will affect own work. Participate in audit where appropriate. Person Specification
Qualifications
GCSE grade A to C in English and Maths. 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.
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