Overview
Plas Meddyg Surgery, Ruthin
Receptionist / Administrator job description & person specification
Job Title
Receptionist/Administration Assistant [Fixed Term Contract with potential opportunity for Permanent Contract]
Expected Hours
36 hours to be worked over 4 days
Line Manager
Practice Manager
Primary Responsibilities
The following are the core responsibilities of the 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:
* Maintaining and monitoring the practice appointment system
* Process personal, telephone and e-requests for appointments
* Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
* Action all incoming faxes
* Signpost patients to the correct service
* Process incoming and outgoing mail, emails and communication via other digital solutions
* Initiating contact with and responding to, requests from patients, team members and external agencies
* Process referrals to external agencies such as secondary care using the electronic referral system
* Process calling letters are requested
* Action GP2GP tasks
* Read code data on EMIS
* Photocopy documentation as required
* File and store records as required
* Data entry of new and temporary registrations and relevant patient information as required
* Input data into the patient’s healthcare records as necessary
* Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
* Manage all queries (including administrative queries) as necessary in an efficient manner
* Carry out system searches as requested
* Maintain a clean, tidy, effective working area at all times
* Monitor and maintain the reception area and notice boards
* Support all clinical staff with general tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, you may be requested to:
* Partake in audit as directed by the audit lead
* Produce meeting agendas and record the minutes of meetings
* Support administrative and reception staff, providing cover during staff absences
* Complete opening and closing procedures in accordance with the duty rota
* Ordering and monitoring of stationery supplies
* Support the dispensary rota
Person Specification – Receptionist / Administrator
Qualifications
Desirable
Welsh Speaker desirable but not essential
Educated to GCSE level or equivalent
GCSE Mathematics & English (C or above)
Experience
Essential
Experience of working with patients/general public
Desirable
Experience of administrative / receptionist duties
Experience of working in a health care setting
Skills
Essential
IT Literacy
Desirable
Excellent communication skills (written and oral)
Clear, polite telephone manner
Competent in the use of Office and Outlook
EMIS user skills
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
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
Other requirements
Essential
Desirable
Flexibility to work outside of core office hours
Disclosure Barring Service (DBS) check
This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.
Job Types: Full-time, Part-time, Temp to perm
Pay: £12.21 per hour
Benefits:
* Company pension
Ability to commute/relocate:
* Rhuthun LL15 1BP: reliably commute or plan to relocate before starting work (required)
Language:
* Welsh (preferred)
Work Location: In person
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