Receptionist/Admin Assistant

We are looking to recruit a new member of our reception andadministration team to join our friendly practice. The post is for 25 hours perweek and the salary depends on experience within Band 2 - Agenda for Change. To apply you will need to have experience in an administrative/reception role.The ideal candidate will be a friendly,approachable, flexible person that fits in well with our small team and whowill treat all of our patients with dignity, respect and a friendly smile.

You must be willing to learn and keep updated with new protocols. The ability to multitask is especially important, working in a busy office environment.

Main duties of the job

Reporting to the Practice Manager, responsibilities will include booking patient appointments and using care navigation to direct them to the most suitable person to deal with their problem, typing correspondence, dealing with patient queries, answering telephones, e-mails/text messaging, scanning, and coding.An excellent standard of spoken and written English is essential as well as excellent computing/typing skills,and experience with clinical computing systems particularly SystmOne would be advantageous.

The successful candidate must fit well within our close knit team and also be able to work alone using their own initiative. Flexibility to cover holidays and sickness is also very important within a small team.

About us

CheveleyPark Medical Centre is a training practice of approximately 5000 patients. Dr Caroline Jeffery is thepartner with two other doctors working regular sessions at the surgery andthere are usually Registrars, F2 trainees and Medical Students. There is also asmall nursing team consisting of a Nurse Practitioner, a Practice Nurse and 2 Healthcare Assistants. We also have a care coordinator and pharmacist attached to the practice.

Theadministrative team currently consists of the Practice Manager, Deputy Practice Manager, Finance Secretary, Medical Secretary and six administration/secretarial staff, most ofwhom work part time hours. The hours ofwork covered by the administration staff are 8.30am to 6.00pm Mondays toFridays, with the possibility that changes may require cover until 6.30pm.

Job responsibilities

The whole team is dedicated to the care of patients. It is a very friendly, efficient and progressive team with a reputation for being helpful and supportive.Duties of the administrative team are shared between reception and administration duties.

The frontline work on the reception desk can be extremely varied and demanding. There is a constant need to prioritise whilst also being in control of several situations at one time. Good interpersonal skills and the ability to stay calm and courteous under pressure are paramount.

It is essential that staff have good typing and computing skills to fulfil the administrative duties required. Even when undertaking the administrative tasks, staff are expected to give support to the receptionist when necessary and to undertake general office duties as required.

The successful applicant will be trained in the use of the clinical computer system and will be expected to input and retrieve data as well as keeping up to date with advancements within the NHS.

From 5.00pm there may only one administration assistant on duty (after training). There will usually be other people in the building (i.e. doctors, nurses) for much of that time. There are security measures in place for the safety of anyone working alone in the building. It should be noted that a weekend working rota may be necessary in the future and administration staff will be expected to cover as required.

There may be times during periods of holiday or sickness absence that additional hours are required in order to ensure sufficient administrative cover. It is therefore essential that the post-holder can be flexible to accommodate this. These additional hours will be kept to a minimum and time off in lieu will be given.

Holiday entitlement is 27 days per year (pro rata for part time staff) with adjustments for Bank Holidays.

Staff are eligible to join the NHS Pension Scheme.

Cheveley Park Medical Centre is an equal employment opportunity employer.

Job Purpose

• To provide an efficient, courteous service to patients and other clients of the practice.
• To maintain the smooth running of the reception area.
• To provide clerical support to doctors, nurses, other team members and patients of the practice.
• To ensure the safety and security of the practice and those within.
• To ensure confidentiality is maintained at all times.

Job description

Job responsibilities

The whole team is dedicated to the care of patients. It is a very friendly, efficient and progressive team with a reputation for being helpful and supportive.Duties of the administrative team are shared between reception and administration duties.

The frontline work on the reception desk can be extremely varied and demanding. There is a constant need to prioritise whilst also being in control of several situations at one time. Good interpersonal skills and the ability to stay calm and courteous under pressure are paramount.

It is essential that staff have good typing and computing skills to fulfil the administrative duties required. Even when undertaking the administrative tasks, staff are expected to give support to the receptionist when necessary and to undertake general office duties as required.

The successful applicant will be trained in the use of the clinical computer system and will be expected to input and retrieve data as well as keeping up to date with advancements within the NHS.

From 5.00pm there may only one administration assistant on duty (after training). There will usually be other people in the building (i.e. doctors, nurses) for much of that time. There are security measures in place for the safety of anyone working alone in the building. It should be noted that a weekend working rota may be necessary in the future and administration staff will be expected to cover as required.

There may be times during periods of holiday or sickness absence that additional hours are required in order to ensure sufficient administrative cover. It is therefore essential that the post-holder can be flexible to accommodate this. These additional hours will be kept to a minimum and time off in lieu will be given.

Holiday entitlement is 27 days per year (pro rata for part time staff) with adjustments for Bank Holidays.

Staff are eligible to join the NHS Pension Scheme.

Cheveley Park Medical Centre is an equal employment opportunity employer.

Job Purpose

• To provide an efficient, courteous service to patients and other clients of the practice.
• To maintain the smooth running of the reception area.

• To provide clerical support to doctors, nurses, other team members and patients of the practice.
• To ensure the safety and security of the practice and those within.
• To ensure confidentiality is maintained at all times.

1. To maintain patient confidentiality and comply with data protection regulations at all times.

2. To check patients in for appointments and make appointments for patients either at the reception desk or by telephone.

3. To deal with queries, recording clear messages and ensuring messages are seen.

4. To provide clerical support to the practice, by various means using a computer.

5. To use the computer medical system to maintain an up to date, accurate patient record , input, retrieve and update information.

6. To ensure all relevant information is recorded onto the system to ensure an audit trail is available.

7. To keep up to date with new processes and protocols, completing training updates when required.

8. To be vigilant in ensuring the health and safety of patients and colleagues at all times.

9. To undertake all general office duties as required.

10. To assist in the supervision and training of visitors from outside agencies while guests of the practice (e.g. medical secretary students/apprentices).

11. To maintain procedures set up to provide best practice.

12. To secure the premises at the end of the working day.

13. To undertake any other task appropriate to the skills and responsibilities of a receptionist/secretary when directed by the practice manager or a partner of the practice.

14. Due to the pace of change within the National Health Service, all staff are expected to adapt to changes appropriate to their position.

15. Cover must be maintained between 8.30am and 6.00pm Monday to Friday and possibly 6.30pm if required. Therefore, staff must be flexible during periods of staff holiday or sickness absence to maintain the smooth running of administrative services.

Person Specification

Qualifications

• Educated to GCSE standard with good English grades.
• Good spoken and written English skills.
• Empathetic and caring disposition with good people skills.
• Flexible to cover holidays and sickness if required.
• Previous experience working in NHS.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.