GP Receptionist/Administrator

Post: Receptionist

Location: Guru Nanak Medical Centre/ Botwell Medical Centre

Responsible to: Practice Manager/ Reception Manager

Working Pattern: Monday to Friday hours

8:00 to 15:00 /11.30am to 18:30pm (including 30minutes unpaid lunch)

Job summary:

The purpose of the role is to:

This is an excellent and exciting opportunity to join Guru Nanak and Botwell Medical Centre in Southall as a Receptionist. The role is a part-time Monday to Friday PM shift. You will be greeting patients when they arrive and providing efficient and professional receptionist services. This role will allow the successful applicant to develop and learn new skills in the changing world of General Practice.

We have large enthusiastic motivated team who work across two practice sites our teams consist of Administrative and Healthcare Professionals. We also provide services to patients as part of a PCN.

We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, sexual orientation or age.

• Project a positive and friendly image to patients and other visitors, either in person or via the 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.

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the practice manager, dependent on current and evolving practice workload and staffing levels:

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
• Deal with all general enquiries, explain procedures and make new and follow-up appointments, either over the telephone or face to face.
• Add all visit requests onto the duty doctor’s telephone triage list with a contact number and brief reason for visit.
• Processing and distributing incoming mail
• 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
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Providing administration assistance as required from time to time, including filing, photocopying and scanning
• Using your own judgment and communication skills when dealing with patients
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.
• Ensure that all new patients are registered onto the computer system promptly and accurately
• Receive and make telephone calls as required. Divert calls and take messages, ensuring you remain professional at all times.
• Ensure the kitchen is kept clean and tidy in turn with other staff.
• Keeping the reception area and notice-boards tidy and free from obstructions and clutter
• Premises: o Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients. o When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
• Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.

Health & safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Personal/professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people’s needs for alternative methods of communication and respond accordingly

Personal/ Professional Development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Receptionist - Person Specification
Essential Desirable

Academic/ o Educated to GCSE level or
Vocational equivalent
Qualifications o Working with the public and in a o Experience with SystmOne
Skills o Experience of administrative duties a GP practice receptionist o Customer service skills o Excellent communication skills both written and verbal o Experience using Microsoft Office software o Good Time management o Familiar with email and the internet

Other o Flexibility of working hours/able to work at the desired times o Flexibility to work at both practice sites o Maintains confidentiality at all times.

Job Types: Full-time, Part-time

Expected hours: 32.5 per week

Benefits:

• Company pension

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (preferred)

Experience:

• GP surgery: 2 years (required)
• GP Receptionist: 2 years (required)

Language:

• English (preferred)

Work Location: In person

Application deadline: 10/07/2024
Reference ID: Receptionist-01