Reporting to the Operational Supervisor, you will play a key role in ensuring efficient administrative and operational processes across the practice. You will help maintain high standards of patient service while supporting clinical and non-clinical teams.
This is a varied role that requires excellent organisational, communication skills, and the ability to work both independently and as part of a team.
Main duties of the job
* Provide an efficient, professional reception service, acknowledging patients promptly and managing queues effectively.
* Handle enquiries, book appointments, and communicate clearly with patients, remaining calm and professional in challenging situations.
* Monitor waiting areas and clinic activity, informing patients of delays and offering updates or apologies.
* Explain practice procedures to new and temporary patients and complete registrations accurately.
* Manage telephone calls and maintain a clean, organised work environment.
* Ensure clear and detailed handovers between staff.
* Record home visit requests accurately and refer to the duty doctor when needed.
* Maintain and manage tasks, results, and electronic systems (e.g., SystmOne) daily.
* Participate in training to maintain high standards and meet NHS contract requirements.
* Handle payments for private services and issue receipts.
* Maintain accurate and up-to-date patient records, ensuring correct filing and document management.
* Open and close premises as required, ensuring security procedures are followed.
* Carry out additional duties as requested by management.
About us
KnowleHouse Surgery is a thriving pharmaceutical research practice within the SouthWest Peninsula and part of the Cornwall Clinical Research Group. We are proud to be a well-established training practice, supporting both undergraduate students from Peninsula Medical School and postgraduate doctors from the Plymouth VTS. We actively encourage involvement in education and research, offering protected time for those who wish to develop in these areas.
Job responsibilities
Job Summary
The Operational Administrator will provide high-quality administrative and operational support to ensure the smooth running of Knowle House and Tamerton Surgeries. The post holder will support efficient service delivery to patients and staff, ensuring processes are completed accurately and in a timely manner.
Key Responsibilities
* Provide administrative support across both practice sites
* Coordinate day-to-day operational activities
* Handle patient and external enquiries professionally
* Maintain accurate patient records using clinical systems
* Manage correspondence and workflow tasks efficiently
* Support prescription processing procedures
* Ensure a clean, organised and safe work environment
* Assist with opening/closing procedures as required
Confidentiality
The post holder will maintain strict confidentiality in line with GDPR and practice policies and ensure all information is handled appropriately.
Person Specification
* Strong organisational and administrative skills
* Excellent communication and interpersonal skills
* Ability to work under pressure
* Team player with flexible approach
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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