Main duties of the job
As a Receptionist/Administrator you will be required to undertake various administrative duties which contribute to day to day running of the practice. You will be required to offer general assistance either in person or over the telephone to the practice team, patients, and visitors to the practice. Candidates applying for this role must have some administration experience. For more details of the duties and responsibilities please view the job description below.
Job responsibilities
Job Summary
The receptionist/administrator is required to:
* Offer general assistance to the practice team, patients and visitors to the practice, either in person or over the telephone
* Receive and direct patients courteously and efficiently so that they can access the appropriate service or healthcare professional without difficulty.
* Undertake various administrative duties which contribute to the smooth running of the Practice, including provision of secretarial and clerical support to clinical and other administrative staff.
* Ensure communication to and from patients, other members of the primary health care team and external agencies is processed accurately and within the necessary timescales.
Duties and Responsibilities
The principal duties and responsibilities of a receptionist/administrator may include any or all of the items listed below. Individual duties may vary from time to time in relation to the prevailing workload and staffing levels, and tasking will be under the direction of the Senior Receptionist:
* Opening and closing of practice premises in accordance with practice security protocols.
* Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.
* Processing and distributing incoming and outgoing mail.
* Taking messages and passing on information.
* Filing and retrieving paperwork.
* Processing repeat prescriptions in accordance with practice guidelines.
* Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures including but not exhaustive Read Codes, Recall Letters and Scanning.
* Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers.
* Clearing and re‑stock consulting rooms as required.
* Providing clerical assistance in the form of word and data processing, filing, photocopying and scanning.
* Ordering, re‑ordering and monitoring stationery and other supplies.
* Dealing with clinical waste.
* Providing refreshments for staff and visitors as required, and assisting in keeping the kitchen area clean and tidy.
* Keeping the reception area, notice‑boards and leaflet dispensers tidy and free from obstructions and clutter.
This list is not exhaustive of every task for the role.
Person Specification
Experience
* Experience: Experience of working in a busy reception environment in a similar setting
* Experience of dealing with the public/patients
* Knowledge/Qualifications: Good General Secondary Education
* Awareness of data security/confidentiality requirements
* Understanding, acceptance and adherence to the need for strict confidentiality under GDPR principles
* Skills: Verbal communication skills ability to deal with people effectively in person and on the telephone
* Strong appreciation of customer service skills
* Tact, diplomacy and discretion
* Able to work proactively, multi‑task and to use initiative
* Able to work under pressure
* Personal Qualities: Pleasant and articulate
* Flexible approach to undertaking a wide variety of tasks
* Diplomatic, confidential and discrete at all times
* Self‑motivated, confident and with a sense of humour
* Team player
* Reliable
* Experience: Experience of answering telephone calls in a high call volume
* Experience of SystmOne/Emis clinical system
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