Do you have excellent interpersonal skills and enjoy working with people?
Kings Corner Surgery in Sunninghill is looking for a hardworking, flexible and enthusiastic part-time Receptionist / Administrator and would love to hear from you if you would like to join our friendly and supportive team! You will be working alongside our GP's, Nurses, Pharmacists and Administrative Staff to provide our patients with the very best care. We are looking for a motivated individual who enjoys working in a challenging and busy environment. Please note, if you are a patient of Kings Corner Surgery, you will be asked to transfer to another GP practice, if successful in your application.
About Us
At Kings Corner Surgery, we pride ourselves on providing high-quality care in a friendly and welcoming atmosphere. As a Receptionist/Administrator, you will play a crucial role in ensuring our patients receive the best possible service. Join us and be a part of a team that values compassion, professionalism and teamwork. Kings Corner Surgery has a list of approximately 7500 patients who are cared for by 5 GPs, 3 Nurses and a Reception / Admin team. We are a Training Practice with 2 of the partners training new doctors.
Job summary:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
The post holder will report to the Operations Manager and support the GPs to ensure the efficient provision of medical services and clinics by performing several administrative duties.
Job responsibilities:
Receptionist duties:
- 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.
- Greet and check-in patients.
- Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
- Action repeat prescription requests and ensure that they are ready for collection by the patient.
- Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
- Enter patient information on to the computer as required.
- Ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.
- 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.
o Register new patients promptly and accurately.
o File notes.
o Keep the notes filling system in order.
- Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records.
- Input data into the patient’s healthcare records as necessary.
- Photocopy documentation as required.
- Action all incoming emails and mail in a timely manner.
- Undertake any other additional duties appropriate to the post as requested by the Partners or the Operations Manager.
Administrator duties:
- Perform various administrative tasks to support the smooth operation of the practice reception office, including photocopying, scanning and documentation workflow.
- Recording and minuting of team meetings, consisting of GPs, MDT and Nurses.
- Organising Clinical Trainee onboarding and rotas.
- With the support of our external IT helpdesk; daily maintenance and problem solving of computers / printers etc.
- Ensure that the IT system is maintained in good condition and upgrades installed promptly.
- Setting up new users for Windows, clinical systems etc.
- Process requests for copies of medical records, life insurance and other reporting using iGPR and oversight of all requests for non-NHS reports.
- Administration tasks as required by the management team to meet the needs of the practice.
- Process safeguarding reports (17 & 47 requests) for GP to action to be sent.
- Process ‘to whom it may concern’ letters.
- Pre-fill/check patient details for any HGV/Taxi medical forms before the appointment.
- Death admin.
- Act as super user for all Docman and EMIS workflow and act as a Smart Card RA if requested by the Operations Manager. The post holder will also summarise new patient medical records.
- Manage and maintain a regular overview of EMIS workflow including tasks, lab reports, registrations, medicine management, GP2GP, document management, test requests, SCR and report management.
- Keep safeguarding list up to date and agenda to discuss at relevant clinical/palliative meetings.
General Responsibilities:
- Maintaining a clean, tidy, effective working area at all times
- Undertaking all mandatory training and induction programmes
- Attending a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
- Demonstrate the ownership of responsibility for personal development, learning and performance
- Demonstrate performance of skills and activities to others undertaking similar work
Flexibility
- The post holder must be flexible and able to provide holiday and sickness cover for colleagues.
The range of work undertaken in providing management support will vary in detail in the light of changing demands and priorities within the Practice.
All staff have a duty to conform to the following:
Equality, Diversity and Inclusion (ED&I)
A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons – it improves operational effectiveness; it is morally the right thing to do and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion, or belief, sex, or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion, or belief, sex, or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing, and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures, and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team, and others and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the:
· Health and Safety at Work Act 1974
· Environmental Protection Act 1990
· Environment Act 1995
· Fire Precautions (workplace) Regulations 1999
· Other statutory legislation which may be brought to the post holder’s attention
Confidentiality
The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.
It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.
Quality and Continuous Improvement (CI)
To preserve and improve the quality of this organisation’s outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.
The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.
At this organisation, we continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Induction
We will provide a full induction programme and management will support you throughout the process.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude, and competences to perform their role. All staff will be required to partake in and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate
The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).
The post holder will provide an educational role to patients, carers, families, and colleagues in an environment that facilitates learning.
Collaborative working
All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.
Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery
Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.
Plans and outcomes by which to measure success should be agreed.
Managing information
All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.
Data should be reviewed and processed using accurate SNOMED/read codes to ensure easy and accurate information retrieval for monitoring and audit processes.
Service delivery
Staff will be given detailed information during the induction process regarding policy and procedure.
The post holder must adhere to the information contained within the organisation’s policies and regional directives, ensuring protocols are always adhered to.
Security
The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.
Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and passwords are not to be shared.
Professional conduct
All staff are required to dress appropriately for their role (further details can be found in the employee handbook).
This Job Description has been prepared by the HR Manager and has been agreed with the current job holder.
Job Types: Part-time, Permanent
Pay: From £12.71 per hour
Benefits:
- Company pension
- Free flu jabs
- Free parking
- On-site parking
Work Location: In person
