Job Title WESTGATE MEDICAL PRACTICE RECEPTIONIST/ADMINISTRATOR - PERMANENT
Salary / Grade 12.21 PER HOUR
Hours per week PART-TIME 30 HOURS PER WEEK with some flexibility over hours in the week
Reports to OFFICE MANAGER AND DEPUTY OFFICE MANAGER
Primary Location/ Base WESTGATE MEDICAL PRACTICE
Job Summary
We are looking to appoint a receptionist/administrator to join our busy GP practice who will be the first point of contact for patients, contractors, and visitors as well as carrying out general office management tasks. This is a permanent position subject to a successful probationary period of 12 weeks.
You will be responsible for the general administrative and reception duties within the
Practice and work with our established processes, policies and procedures to provide a comprehensive high quality service and deal efficiently and courteously with patient enquiries.
You will have excellent communication skills, a compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working our clinical and administration teams.
Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.
This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality. IT skills are essential.
Job Responsibilities
RECEPTION
Receiving patients, consulting with members of practice team
Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
Taking messages and passing on information
Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day.
GENERAL ADMINISTRATION
Processing and distributing incoming and outgoing mail
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
Providing clerical assistance to practice staff as required, including word/data processing, photocopying, and scanning
Ordering and monitoring of stationery and other supplies
Keeping the reception area, notice boards, leaflet etc. tidy and presentable
Cover sickness/annual leave and work reasonable overtime when required. Work time will cover extended hours (likely to be one evening per week until 7pm TBC).
Perform any other relevant and reasonable duties that may be requested by the lead receptionist, practice manager or partners.
Undertake statutory and mandatory training as required.
APPOINTMENT SYSTEM MANAGEMENT
Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.
Monitor effectiveness of the system and report any problems or variations required.
Deal with home visit requests, carefully noting all details
Other Job Responsibilities
CONFIDENTIALITY
Maintain confidentiality of information, acting within the terms of the Data Protection
Act and Caldicott guidance on patient confidentiality at all times.
Maintain an awareness of the Freedom of Information Act.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
HEALTH & SAFETY
The post-holder will manage their own and others' health & safety and infection control as defined in the Practice's Health & Safety Policy, the Practice Health & Safety Manual, and the Practice's Infection Control Policy and published procedures.
Comply with Practice health & safety policies by following agreed safe working procedures
Actively report health & safety hazards and infection hazards immediately
Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
Making effective use of training to update knowledge and skills
EQUALITY AND DIVERSITY
The post-holder will support, promote and maintain the Practice's Equality & Diversity
Policy.
No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
OTHER DELEGATED DUTIES
This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.
Job Type: Part-time
Pay: 12.21 per hour
Expected hours: 30 per week
Benefits:
On-site parking
Schedule:
Monday to Friday
Application question(s):
What key skills do you have that would make you an excellent choice for this role?
Experience:
Administrative Assistant OR Receptionist: 1 year (preferred)
Work Location: In person