Job Description:
Background Information
We are looking for a hardworking, highly motivated, and enthusiastic individual to join our busy, friendly, reception and admin teams who can provide a high standard of administrative support, create great experiences for our patients and deliver effective results in all areas. Ideally, we are looking for someone with previous GP receptionist/administrator experience, with experience of using SystmOne however, this is not essential. Full training will be provided. This is a temporary six-month, part-time position requiring two working days per week, with one of the working days being Friday.
Pace and dedication are a key attribute needed by the post holder whilst a flexible approach to working is essential. The opening hours currently range between 08:30am and 06:30pm. Candidates must be flexible to cover annual leave and absence where necessary with the addition of early opening and weekend clinics where needed.
About Us
We are a dynamic Training practice with over 10,600 patients, boasting an expanding multidisciplinary team, incredibly supportive nursing, management, and administrative team and based in recently refurbished premises in Sheffield Centre.
Consistently voted in the top of Sheffield’s GP practices for patient care. We continue to develop our ways of work to best suit our patients, staff, and the ever-changing needs of the world we live in.
We are an active member of our community and PCN with a strong Training history, Care Home record and are involved in the development of shared clinical roles.
· TPP SystmOne clinical system
· Introducing AccurRx patient consult
· High QOF achievers
Key Responsibilities
The following are the core responsibilities of our receptionist/administrators. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Initiating contact with and responding to, requests from patients, team members and external agencies through a variety of access points.
- Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
- Process personal, telephone and e-requests for appointments
- Signpost patients to the correct service (Care Navigation)
- Maintaining and monitoring the practice appointment system
- The maintenance, auditing, and summarising of Paper and Digital Patient Records.
- Receive, sort and process incoming communications letters and tasks from other clinical and patient routes.
- Read code data appropriately using SystmOne.
- Data entry of new and temporary registrations and relevant patient information as required.
- To generate computerised repeat prescriptions for signature by GP and via the Electronic Prescription Service (EPS), paying particular attention to accuracy
- Direct requests for information i.e. SAR, insurance / solicitors’ letters and DVLA forms to the administrative team
- Manage all queries as necessary in an efficient manner.
- Carry out system searches and audits 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.
- To undertake any other duties as may be determined from time to time which are commensurate with the range of activities described above.
Quality Assurance/Service Support
- To preserve and improve the quality of our output, 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 practice to look for opportunities to improve quality and share good practice.
- The practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service. 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.
Personal & Professional Development
- Complete statutory training / updating and mandatory training as defined by the practice.
- Complete skills-specific training and regular updating.
- Participate in annual individual performance review (appraisal), maintaining a record of own personal and professional development including the requirements of PA registration.
- To engage with a broad understanding of the work Hollies Medical Centre and actively contribute your ideas for the improvement of service provision.
- To ensure own actions contribute to the maintenance of quality service provision.
- Undertake appropriate role specific training as required and to be responsible for the self-development of skills and competencies through participation in training and development activities and to maintain up to date technical and professional knowledge relevant to the post.
- To participate in the Hollies Medical Centre performance appraisal system and to undertake any identified training and development related to the post.
- To develop and maintain effective working relationships with colleagues.
- To abide by all relevant policies and procedures.
Confidentiality
- All staff working for the Hollies Medical Centre have both a common law duty and a statutory duty of confidentiality to protect patient (and indeed any personally identifiable) information and only use it for the purposes for which it was intended. The disclosure and use of confidential patient information needs to be both lawful and ethical.
Information Governance
- All staff must keep up to date with the requirements of information governance and must follow policies and procedures to ensure that information is dealt with legally, securely, efficiently, and effectively. Staff must appropriately manage the records they create or hold during their employment with the practice, making the records available for sharing in line with the confidentiality policies, procedures, and guidelines (e.g. Freedom of Information Act 2000, Caldicott guidelines).
Health and Safety
- All staff have a duty to ensure the health & safety of themselves and others whilst at work. Safe working practices and health and safety precautions are a legal requirement. All accidents must be reported to your manager. You must participate in accident prevention by reporting hazards and following relevant policies and procedures and by participating in training.
Risk Management
- You are required to contribute to the control of risk and use the incident reporting system to alert the Hollies Medical Centre of incidents or near misses that may compromise the quality of services.
Infection Control
- All staff have a duty to comply with all Hollies Medical Centre practices policies and guidelines in relation to Infection Prevention and Control. You have a duty to ensure that you minimise the risk of infection and infectious diseases. The responsibility includes minimising the risk by participating in training, highlighting any concerns you may have to the appropriate person as identified in the policies and procedures, and challenging inappropriate infection control and hygiene practice.
Equality & Diversity Rights
The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include:
- Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
- All staff must participate in safeguarding training appropriate to their role. They must familiarise themselves with local safeguarding procedures and act in line with these procedures in order to assist in the protection of children and adults from abuse.
Disclosure and Barring
- This post is eligible for an enhanced disclosure and barring check, and any offer of appointment will be subject to a satisfactory check.
The above is not an exhaustive list of duties, and you will be expected to perform tasks as necessitated by your changing role within, and the overall objectives of, the organisation and Hollies Medical Centre agenda.
PERSON SPECIFICATION:
Qualifications
English and Mathematics GCSE Grade c or above: Essential
AMSPAR Receptionists Qualification: Desirable
NVQ Level 2 in Health and Social Care: Desirable
Experience
Experience providing excellent customer / patient service: Essential
Experience of administrative duties: Essential
Experience of administrative duties in a Primary Care setting: Desirable
Experience of working within a GP Practice/NHS: Desirable
Experience of working in a Primary Care setting: Desirable
Experience of using SystmOne software: Desirable
Experience and awareness of using Read Codes: Desirable
Professional Skills
Strong IT skills and working knowledge in the use of MS Office, Outlook and other productivity software tools: Essential
The ability to type competently and accurately: Essential
SystmOne user skills: Desirable
Other requirements
Disclosure Barring Service (DBS) check: Essential
Flexibility to work outside of core office hours: Essential
Maintain a flexible approach to work and the ability to adapt to a changing environment: Essential
Demonstrate motivation and enthusiasm: Essential
Able to work as part of a team and on own initiative: Essential
Good at multi-tasking skills: Essential
Ability to work under pressure: Essential
Computer literacy and keyboard skills including data input: Essential
Experience of working with the general public: Essential
Good communication skills, both written and verbal: Essential
Prioritisation and organisational skills: Essential
Job Types: Full-time, Permanent
Benefits:
- Company pension
- Free parking
Schedule:
Education:
- GCSE or equivalent (preferred)
Experience:
- Customer service: 1 year (required)
- Administrative experience: 1 year (required)
Pay: £13.00 per hour
Work Location: In person
