Job Summary
Rosemead Surgery is a friendly supportive practice. We are looking for a Receptionist / Administrator who is passionate about helping people and can remain calm under pressure. Good communication skills and prior experience in general practice are advantages.
Key Responsibilities
* Assist in the smooth running of the practice, especially the reception area.
* Act as the first point of contact for patients and visitors.
* Ensure visitors and callers are greeted professionally and calls are managed appropriately.
* Manage the flow of patients arriving at the reception desk for appointments, prescriptions, or queries.
* Ensure clinical staff receive requested medical records.
* Generate repeat prescriptions accurately within 48 hours.
Key Tasks
* Reception duties
o Greeting and booking patients for surgeries and clinics.
o Efficiently and courteously dealing with patient enquiries.
o Receiving and recording telephone messages and taking appropriate action.
o Making appointments on the EMIS Clinical System for new and repeat appointments.
o Processing eConsults daily and assigning appropriately.
o Signposting patients to relevant services (e.g., St Marks Hospital, local pharmacy, Social Prescriber, First Contract Physio).
o Ensuring all tasks are actioned and completed.
o Processing prescription repeats and filing for collection within 48 hours.
o Advising patients on relevant charges for private services.
o Receiving specimens from patients and recording details in line with Health & Safety policy.
o Maintaining a tidy waiting room and managing magazines and leaflets.
* Administration duties
o Maintain thorough knowledge of all practice policies and procedures.
o Work in accordance with written protocols.
o Provide administrative support for clinical staff.
o File patient records and correspondence when necessary.
o Open and distribute practice post.
o Register new patients following the Registration Protocol.
o Scan documents onto the medical system; cleared daily.
o Send letters to patients as necessary.
o Change details on EMIS (address, telephone, etc.).
* Other information
o Cover for other reception team members during sickness and annual leave.
o Ensure building security and security of premises at the end of day; activate alarm, turn off lights.
o Carry out any other duties agreed upon to ensure smooth practice running.
Confidentiality
The post-holder will handle confidential patient information and practice data with strict confidentiality in accordance with practice policies and data protection legislation.
Health & Safety
Assist in promoting health, safety and security, following the Health & Safety Policy, Staff Handbook and Infection Control Policy. Key points: Use personal security systems, identify and manage risks, keep work areas hazard free, report potential risks, update knowledge through training.
Equality & Diversity
Support equality, diversity and rights of patients, carers and colleagues. Act in a non‑judgemental, respectful, and welcoming manner, respecting privacy, dignity and beliefs.
Personal / Professional Development
Participate in training programmes and annual performance reviews. Maintain personal development records and demonstrate skills to peers.
Quality
Maintain quality within the practice: alert teammates to quality issues, assess own performance, contribute to team effectiveness, manage time and resources, participate in audits where appropriate.
Communication
Communicate effectively with team members, patients, and carers; recognise needs for alternative communication methods.
NHS Pension Scheme
The post holder will automatically be enrolled in the NHS Pension Scheme (subject to eligibility checks).
Person Specification
* Experience (Desirable)
o Experience working in a GP practice.
o Experience in a busy office environment.
* Qualifications (Essential)
o GCSE grade A‑C in English and Maths.
o Flexible approach to shift working patterns.
Disclosure and Barring Service Check
This role requires a DBS check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.
Benefits
Permanent contract, full‑time (job share). Salary depending on experience.
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