Job Summary
RECEPTIONIST/ADMINISTRATOR SUPPORT
Whittaker Lane Medical Centre – an opportunity for a Part Time Administrator to join our friendly and evolving administration team. We are based in Prestwich and part of the Prestwich Primary Care Network. With 7,800+ patients at the heart of everything we do, we need a great team to help deliver our service.
Position Details
Job Role: Administrator (Permanent)
Reports to: Practice Manager (Nic Bardsley)
Hours: 40 inclusive of 30 minutes unpaid break each day. Working schedule – Monday 08:00‑16:00, Tuesday 10:30‑18:30, Wednesday 08:00‑16:00, Thursday 08:00‑16:00, Friday 10:30‑18:30.
Working pattern: Full‑time, flexible working.
Salary: £12.21 per hour.
Benefits: Company Pension.
About Us
We are a team of 24 comprising 11 clinical staff, 9 administration staff, a Quality Improvement Officer, Finance Manager and Practice Manager. General Practice is constantly evolving in a fast‑paced environment and our team receives ongoing training and support to navigate patients to the services suitable for their needs. Our service is supported by staff including First Contact Physios, Mental Health clinicians, Pharmacists, Social Prescribers, and an Extended Working Hours service. Training and support are available to all staff where opportunities arise to develop skills and professional potential.
Job Responsibilities
As the first point of contact for patients when they attend or telephone the surgery, you will be responsible for ensuring that patients are cared for, managed, directed and dealt with appropriately and within the Practice procedures and guidelines. You will also be responsible for the front reception and waiting area, ensuring a friendly welcome on arrival, and support the clinical team as required while maintaining patient confidentiality and practice protocols.
* Offer general assistance to the practice team and project a positive and friendly image to patients and visitors, both in person and via telephone.
* Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
* Undertake a variety of administrative duties to assist in the smooth running of the practice, including providing secretarial and clerical support to clinical staff.
* Facilitate effective communication between patients, the primary health care team, secondary care and other associated healthcare agencies.
Additional duties may include, but are not limited to:
* Processing personal and telephone requests for appointments, visits and telephone consultations.
* Maintaining and monitoring the practice appointments system.
* Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies whilst adhering to confidentiality and protocols.
* Processing repeat prescriptions in accordance with practice guidelines.
* Processing and distributing incoming (and outgoing) mail.
* Taking messages and passing on information.
* Computer data entry, data allocation and collation; processing and recording information in accordance with practice procedures.
* Providing clerical assistance to practice staff as required, including word processing, filing, photocopying and scanning.
* Opening up/locking‑up of practice premises and maintaining security in accordance with practice protocols.
* Ordering, re‑ordering and monitoring of stationery and other supplies.
* Clearing and re‑stocking consulting rooms as required.
* Dealing with clinical waste.
* Provision of refreshments for staff and visitors as required; keeping the kitchen area clean and tidy.
* Keeping the reception area, notice‑boards and leaflet dispensers tidy and free from obstructions and clutter.
* Summarising patients’ notes when requested and reviewing medical records to produce an accurate summary of the patients’ medical history.
* Reading coding information into the practice clinical system.
* Monitoring progress of note summarising against practice targets.
* Monitoring patient call and recall systems.
* Extraction of necessary data from clinical correspondence and input into electronic patient record.
* Scanning and filing letters and relevant correspondence into patients’ notes.
* Filing and retrieving paperwork as appropriate.
* Ensuring the efficient running of the practice computer system, carrying out searches, audits and recalls as required by doctors, nurses and the manager.
* Pro‑actively initiating data quality improvement projects.
* Reporting faults to the software supplier and tracking progress.
* Troubleshooting the clinical database and loading updates.
* Ensuring the security of data at all times.
Confidentiality
* Patients entrust us with sensitive information; staff must respect their privacy and act appropriately.
* Post holders may have access to confidential information relating to patients, carers, staff and the business; all such information must be regarded as strictly confidential.
* Information may only be divulged to authorised persons in accordance with practice policies and procedures.
Health & Safety
* Use personal security systems within the workplace according to practice guidelines.
* Identify risks and undertake activities in a way that manages those risks.
* Use appropriate infection control procedures; maintain tidy and safe work areas.
* Actively report health and safety hazards and infection hazards immediately when recognised.
* Maintain cleanliness of work areas consistent with the scope of the role.
* Undertake periodic infection control training (minimum annually).
* Report potential risks identified.
Equality & Diversity
* Act in a way that respects the rights, privacy, dignity and beliefs of patients, carers and colleagues.
* Behaviour must be welcoming, non‑judgmental and respectful of individual circumstances.
Personal/Professional Development
* Participate in an annual individual performance review.
* Take responsibility for own development, learning and performance.
Quality
* Alert other team members to quality and risk issues.
* Assess own performance and take accountability for actions.
* Contribute to team effectiveness by reflecting on activities and suggesting improvements.
* Work effectively with other agencies to meet patient needs.
* Manage own time, workload and resources.
Communication
* Communicate effectively with team members and patients.
* Recognise alternative communication needs and respond accordingly.
Person Specification
Qualifications
* Sound knowledge of Windows and MS Office.
* IT literate (CLAIT or equivalent qualification).
* Good verbal and written communication skills.
* Problem‑solving skills.
* Flexible approach, team player, good sense of humour.
Essential Experience
* Previous experience in a front‑facing/first‑contact role.
* Experience working in an office/administrative environment.
* Knowledge of data security requirements.
Desirable Experience
* Previous experience within a GP practice or healthcare setting.
* Experience using clinical software EMIS/DOCMAN 10/AskMyGP.
* Experience summarising patient records.
* Knowledge of medical terminology and/or relevant qualifications.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a disclosure submission to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.
Employer Details
Whittaker Lane Medical Centre
2 Beaufort Street
Prestwich, Manchester
M25 1EX
Website: https://www.wlmc.co.uk/
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