Receptionist/Administrator

Role Overview & Responsibilities

Job summary

The Osmaston Surgery is looking to recruit additional receptionist/administrators to provide a friendly, confident and professional service to our patients.

The available working shifts are as below:

Mon: 2.00pm - 6.30pm

Mon: 1.30pm - 6.30pm

Wed: 8.00am - 4.00pm

Wed: 8.00am - 12.30pm

Thur: 8.00am - 6.30pm

Thur: 1.00pm - 6.30pm

Fri: 8.00am - 4.00pm

Total of 44.5 hours per week available.

The successful candidate/s will be highly motivated and enthusiastic with excellent communication and administration skills.

Excellent computer, communication, telephone and administration skills are essential.

Main duties of the job

We are looking for team members with experience in a customer care environment who have the energy and enthusiasm to work within our reception team. As a receptionist, when dealing with the public, you must be compassionate and discrete with initiative to work effectively alone and efficiently as part of a team in a pressurised environment. Your role will also include a range of office administrative duties to meet the needs of our patients, our clinical staff and ensure the smooth running of the practice.

About us

We are a busy medical practice located in Derby City Centre, serving 15,300 patients with 7 GP Partners, associate GPs, 5 practice nurses, 2 clinical pharmacists, GPs in training and medical students. We operate from one site with parking for staff and patients.

Job responsibilities

The following are the core responsibilities of the medical receptionist/administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Maintaining and monitoring the practice appointment system

b. Process personal, telephone and e-requests for appointments

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

d. Respond to needs of doctors and nurses during surgery

e. Signpost patients to the correct service

f. Process incoming and outgoing posts and emails

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

h. Ensure an effective and efficient reception front desk service is provided to patients and any other visitors to the practice

i. Action SystmOne admin/reception group tasks

j. Photocopy documentation as required

k. File and store records as required

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

m. Input data into the patient’s healthcare records as necessary

n. Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records

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

p. Manage all queries (including administrative queries) as necessary in an efficient manner

q. Carry out system searches as requested

r. Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients

s. When last to leave at the end of the day, ensure that the building/s totally secured, internal lights are off and the alarm activated

t. Maintain a clean, tidy, effective working area at all times. Keep the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

u. Monitor and maintain the reception area and notice boards

v. Support all clinical staff with general tasks as requested

w. Clear and re-stocking of consulting rooms as required

x. Dealing with clinical waste

y. Deal with requests for repeat prescriptions, ensuring they are processed accurately and efficiently

z. Ensure outstanding queries are explained and handed over to next shift, as necessary

Person Specification

Qualifications:

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)

Desirable

• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

Experience:

Essential

• Experience of administrative / receptionist duties
• Experience of handling telephone enquires

Desirable

• Experience of working with the general public
• Experience of working in a health care setting

Other Requirements:

Essential

• Flexibility to work outside of contracted working hours
• Disclosure Barring Service (DBS) check

Skills:

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• SystmOne user skills

Personal Qualities:

Essential

• 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

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.

Job Types: Part-time, Permanent

Pay: £10.37-£10.90 per hour

Benefits:

• Company pension
• Free parking
• On-site parking
• Sick pay

Schedule:

• Day shift
• Holidays
• Monday to Friday
• Overtime

Ability to commute/relocate:

• Derby, DE23 8JX: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (required)

Language:

• English (required)

Work Location: One location

Application deadline: 19/02/2023