Receptionist And Administrator

Job summary We are looking to recruit an intuitive individual, with a passion for providing patient care and excellent service, who is able to work flexibly across both Reception and Administration and be a key team player.The ideal candidate will have experience in Primary Care services or similar and will be able to be responsible for undertaking a wide range of receptionand administrative duties and a source of support to the multidisciplinaryteam.
Duties can include, but are not limited to, supporting theadministration and receptionist teams with patient registration, bookingappointments, processing of information (electronic and hard copy) in a timelymanner and in accordance with current policies.
To support staff with the distribution of information,messages and enquiries for the clinical team, liaising with multidisciplinaryteam members and external agencies such as secondary care and community serviceproviders.We will provide a full induction programme and managementwill support you throughout the process.
Main duties of the job The following are the core responsibilities of the role.There may be, on occasion, a requirement to carry out other tasks; this will bedependent upon factors such as workload and staffing levels:Process incoming and outgoing mail File and store records as required Photocopy documentation as required Process changes to patient registration, deduction of recordand new patient registration Input data into thepatients healthcare records as necessary Answer incoming phone calls, transferring calls or dealingwith the callers requests appropriately Welcome patients and visitors to the organisation, directingrequests appropriately Always maintain a clean, tidy, effective working area Support all clinical staff with general administrative tasksas requestedPartake in audit as directed by the audit leadSupport staff, providing cover during staff absencesBook appointmentsComplete opening and closing procedures in accordance withthe duty rotaThis list is not exhaustive and there may be, on occasion, a requirement to carry out othertasks.
This will be dependent upon factors such as workload and staffing levels About us The Vine Medical Centre is located near Hampton Court Palace in the heart of East Molesey, providing GP services to over 8000 patients.
We have a steady patient satisfactory rate of 96%.Our team consists of 3 Partners, 2 salaried GPs, 1 Advanced Nurse Practitioner, 2 Practice Nurses and a highly experienced mix of managers, receptionists and administrators.Being part of East Elmbridge PCN, we also have access to many other services including First Contact Practitioners and Social Prescribing.The Vine prides itself on being a teaching practice, enabling placements for medical students, GP trainees and student nurses.We hold regular team meetings where all of the staff are encouraged to contribute opinions and ideas in a nurturing, safe and up beat environment.All employees are eligible to join the NHS Pension and are provided with a generous annual leave allowance.
Job description Job responsibilities All staff at this organisation have a duty to conform to thefollowing:Equality, Diversity and Inclusion (ED&I): A good attitude and positive action towards EqualityDiversity & Inclusion creates an environment where all individuals canachieve their full potential.
Creating such an environment is important forthree reasons it improves operational effectiveness, it is morally the rightthing to do and it is required by law.Safety, Health, Environment and Fire (SHEF): This organisation is committed to supporting and promotingopportunities for staff to maintain their health, wellbeing and safety.The post holder is to manage and assess risk within theareas of responsibility, ensuring adequate measures are in place to protectstaff and patients, and monitor work areas and practices to ensure they aresafe and free from hazards, and conform to health, safety and securitylegislation, policies, procedures and guidelines.All personnel have a duty to take reasonable care of healthand safety at work for themselves, their team and others, and to cooperate withemployers to ensure compliance with health and safety requirements.Confidentiality: The organisation is committed to maintaining an outstandingconfidential service.
Patients entrust and permit us to collect and retainsensitive information relating to their health and other matters pertaining totheir care.
They do so in confidence and have a right to expect that all staffwill always respect their privacy and maintain confidentiality.Quality and Continuous Improvement (CI): To preserve and improve the quality of the organisationsoutputs, all personnel are required to think not only of what they do but howthey achieve it.
By continually re-examining our processes, we will be able todevelop and improve the overall effectiveness of the way we work.
Theresponsibility for this rests with everyone working within the organisation, tolook for opportunities to improve quality and share good practice and todiscuss, highlight and work with the team to create opportunities to improvepatient care.Staff should interpret national strategies and policies intolocal implementation strategies that are aligned to the values and culture ofgeneral practice.All staff are to contribute to investigations and root causeanalyses whilst participating in serious incident investigations andmultidisciplinary case reviews.Learning and development: The post holder will undertake mentorship for team members,and disseminate learning and information gained to other team members to sharegood practice and inform others about current and future developments (,courses and conferences).The post holder will provide an educational role topatients, carers, families and colleagues in an environment that facilitateslearning.Collaborative working: All staff are to recognise the significance of collaborativeworking, understand their own role and scope, and identify how this may developover time.
Staff are to prioritise their own workload and ensure effectivetime-management strategies are embedded within the culture of the team.Teamwork is essential in multidisciplinary environments and thepost holder is to work as an effective and responsible team member, supportingothers and exploring the mechanisms to develop new ways of working, and workingeffectively with others to clearly define values, direction and policiesimpacting upon care delivery.Effective communication is essential, and all staff mustensure they communicate in a manner which enables the sharing of information inan appropriate manner.Managing information: All staff should use technology and appropriate software asan aid to management in the planning, implementation and monitoring of care andpresenting and communicating information.Service delivery: Staff will be given detailed information during theinduction process regarding policy and procedure.
The post holder must adhere to theinformation contained within the organisations local policies and regionaldirectives, ensuring protocols are always adhered to.Security: The security of the organisation is the responsibility ofall personnel.
The post holder must ensure they always remain vigilant andreport any suspicious activity immediately to their line manager.Professional conduct: All staff are required to dress appropriately for their roleand behave in an appropriate manner and in accordance with Practice Policy.Leave: All personnel are entitled to take leave.
Line managers areto ensure all their staff are afforded the opportunity to take annual leave eachyear and are encouraged to take all their leave entitlement.Public holidays will be calculated on a pro-rated basisdependent on the number of hours worked.
Person Specification Qualifications Essential GCSE Mathematics & English (C or above) or equivalent Previous experience in a public facing service role Experience of administrative duties Desirable NVQ Level 2 in Health and Social Care Experience of working in a healthcare setting Experience Essential Experience of working with the general public Experience of working in a team Desirable Experience of working in a GP Practice Experience of working within the NHS Skills & Attributes Essential Excellent communication skills (written and oral) Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Desirable EMIS user skills Willingness to work flexible hours when required to meet work demands Strong IT skills