Receptionist / Administrator

An exciting opportunity has arisen within the team at Thomas Walker Westgate Healthcare. We are looking for a dynamic and enthusiastic individual to join our existing team, in supporting the efficient operation of the Practice in delivering health care support to patients. This is a multi-faceted and interesting role which includes all aspects of Front of house reception duties, administration tasks related to patient care and supporting the completion of patient prescriptions, working across 2 sites.

Main duties of the job

• General telephonist duties and booking appointments for all clinical and/or non-clinical staff
• Explaining general procedures, making other appointments and dealing with general queries
• Giving results over phone/passing urgent results to a doctor
• Taking and relaying messages by means of computer for District Nurses, Health Visitors and Midwives and other health authorities
• The performance of any other reasonable duties requested by the Doctors or Practice Management
• Work safely at all times in accordance with practice policy
• Receiving and routing patients for appointments on arrival
• Dealing appropriately with tasks and notifications to and from doctors, midwives, health visitors and district nurses and other health authorities
• Dealing with personal tasks assigned to you within agreed service levels
• Giving prescriptions to patients, checking status; Printing off list of medications for hospital purposes
• Changing patients addresses on the clinical system (Systm One) printing off labels, putting them on paper notes, photocopying relevant documents, updating system and paper notes.
• Taking fees from patients, entering in day book and issuing receipts.

About us

Thomas Walker Westgate Healthcare are a 26,000+ patient Practice and therefore one of Peterborough's largest practices and an active member of Peterborough and East PCN. We are looking for candidates, who will enjoy working in a supportive team looking after a very diverse population of patients from two sites. If you are enthusiastic and passionate about delivering high quality care to patients, we want to hear from you!

• Free Parking
• Access to NHS Discounts
• Employee Recognition Rewards
• Staff Training Programme
• Monthly Team Meetings
• Free Tea & Coffee

NHS Continuous Service holiday entitlement honoured *

Opportunities for additional training and progression for suitable candidates

We are committed to safeguarding and protecting the people we care for, creating a setting in which everyone feels welcome and safe. All posts are subject to a safer recruitment process which includes the disclosure of criminal records and barring checks, scrutiny of employment history, robust referencing and other vetting checks.

(*providing proof of continuous service is shown and that employment and employment dates meet the criteria)

Job responsibilities

Hours: Full or Part time considered, Must include a Monday and Friday

Job Responsibilities:

To support the efficient operation of the Practice in delivering health care support to patients. This is a multi-faceted and interesting role which includes all aspects of Front of house reception duties, administration tasks related to patient care and supporting the completion of patient prescriptions.

• Booking appointments for all clinical and/or non-clinical staff
• Explaining general procedures, making other appointments and dealing with general queries
• Giving results over phone/passing urgent results to a doctor
• Taking and relaying messages by means of computer for District Nurses, Health Visitors and Midwives and other health authorities
• Ensuring reception area and waiting room are tidy
• Ensuring sufficient forms and documents are available in Reception
• Opening and closing doors at the beginning, and end of day
• The performance of any other reasonable duties requested by the Doctors, Practice Manager or Reception Team Leader.
• Work safely at all times in accordance with practice policy
• Receiving and routing patients for appointments on arrival

Administrative and prescription tasks include;

• Dealing appropriately with tasks and notifications to and from doctors, midwives, health visitors and district nurses and other health authorities
• Dealing with personal tasks assigned to you within agreed service levels
• Giving prescriptions to patients, checking status; Printing off list of medications for hospital purposes
• Printing summaries for patient home visits
• Changing patients addresses on the clinical system (Systm One) printing off labels, putting them on paper notes, photocopying relevant documents, updating system and paper notes.
• Taking fees from patients, entering in day book and issuing receipts.
• Scanning documents and coding accurately as required

Confidentiality:

In the performance of the duties outlined in this role you must act within the confines of the data protection and confidentiality policy of the organisation at all times. You will be required to complete mandatory on-line training for this element of the role.

As a business organisation, all such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

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. You will be required to complete mandatory on-line training for this element of the role.
• Actively reporting of 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 standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Demonstrate due regard for safeguarding and promoting the welfare of children

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation. You will be required to complete mandatory on-line training for this element of the role.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

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 and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will be expected to work to agreed quality standards and service levels within the Practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication:

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

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

Contribution to the implementation of services:

The post-holder will:

• Apply Practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work as required, attending team meeting and participating in local surveys as required
• Participate in audits where appropriate

Person Specification

Experience

• Experience of working in an administrative role
• Experience of dealing directly with members of the public
• Experience of working in primary care
• Experience of working in a GP practice

Qualifications

• GCSE grade A to C in English and Maths

IT Skills

• Basic IT Skills
• Microsoft Word
• SystmOne
• TeamNet

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.