Receptionist/Administrator

We are a busy, seven GP practicein Fishguard right on the coast in the heart of Pembrokeshire in beautiful WestWales.

We are now looking for someonenew to come and join our team. As ourreceptionists are the first point of contact for our patients and othervisitors, we are looking for someone who will be able to project a calm,positive and friendly image. Whilst noprevious experience of working in a health care environment is necessary asfull training will be given, it is essential that you are:

comfortable working in a team environment,

confident in using the telephone, computersystem (Microsoft Office packages including Word, Outlook and Excel),

well organised, energetic, motivated and workwell in busy, demanding environments

good fun with a great sense of humour.

We are currently offering a permanentpart time position, with a core of Tuesday and Thursday mornings (ten hours per week) but with additional hours to help provide holiday/sick/busycover as necessary, by agreement.

A full job description isavailable from our practice manager, Wendy Taylor at

If you think this sounds likesomething you would enjoy, then we look forward to hearing from you.

Main duties of the job

JOB SUMMARY/PURPOSEThis is a diverse role within a busy and interesting GP practice. Offer general assistanceto the practice team and project a positive and friendly image to patients and other visitors,either in person or via the telephone; providing a smooth, punctual, effective and efficientreception and administrative service; and ensuring that the appointment system is runefficiently.Receive, assist, and direct patients in accessing appropriate services or healthcareprofessionals in a courteous, efficient, and effective way.Undertake a variety of administrative duties to assist in the smooth running of the practice,including the provision of front of house reception duties and provide clerical support toclinical staff and other members of the practice team.Facilitate effective communications between patients, members of the primary health careteam, secondary care, and other associated agencies.

About us

Overall our team comprises of four partners, three additional GPs, and a nursing team, in addition to our reception/admin colleagues. We are a friendly, close knit team and look after each other in what is often a high tempo but rewarding environment. A sense of humour is essential, as is the ability to work closely with colleagues.

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

The duties and responsibilities to be undertaken by members of the practiceadministration team may include any or all of the duties listed below. Duties may be variedfrom time to time under the direction of the Reception Team Lead/Deputy PracticeManager dependant on current and evolving practice workload and staffing levels.

Processing personal and telephone requests efficiently and effectively, ensuringcallers are directed in accordance with the care navigation pathway, withappointments, visits and telephone consultations just some of the options on thatpathway

Registering patients and explaining practice arrangements and requirements for newand temporary patients in line with practice protocolsManaging requests for home visits and emergency situations in accordance withpractice protocolsInitiating contact with and responding to requests from patients, other teammembers and associated healthcare agencies and providersEnsure patients are informed if a GP is running late or called out

Clearing and re-stocking of consulting rooms with office stationery as requiredKeeping the reception area, notice boards and leaflet dispensers tidy and free fromobstructions and clutterActing as a chaperone for clinicians if appropriately trained (training is provided)Provision of refreshments for staff and visitors as required; and keeping the kitchenarea clean and tidyAdvise patients of relevant charges for non-NHS services, accept payments and issuereceiptsAwareness of Information Governance and its impact on the reception/admin team,quickly directing Individual Rights or Subject Access requests in accordance withpractice protocol, informing Deputy Practice Manager by email and completingappropriate registerComputer data entry/data allocation and collation; processing and recordinginformation in accordance with practice procedures, including managing the actionsthrough the reception workflow process

Monitoring the enquiries and personal email, reading and responding to all emailspromptlyProcessing and distributing incoming and outgoing mailTaking messages and passing on informationOrdering, re-ordering and monitoring of sundry kitchen suppliesFiling and retrieving paperwork

Receiving complaints in a calm and courteous manner, ensuring they are directedswiftly to either the Deputy Practice Manager or Practice Manager, to facilitate the mostsatisfactory outcome

Opening and locking up procedures and maintaining security in accordance with practice protocols

Administration

Provide clerical assistance to practice staff as required from time to time, including data processing, filing, photocopying and scanning

Summarise medical notes of patients

Use a clinical coding system for coding medical information onto practice systemAssisting with the flu, shingles and blood pressure lists, contacting patients to come infor appointments

Processing repeat prescriptions in accordance with practice guidelines

Keeping the scanning up to date as and when requiredDealing with the path lab results - including blood results - and ensuring patients arefollowed up to request their resultsThis job description is not an exhaustive task list, but reflects the main areas ofresponsibility and authority of the post

Demonstrate professional, well established and effective communication skills, bothinternal and external to the practice working collaboratively with the administration, clinicaland GP teams.

Safeguarding is everyones responsibility, and all employees are required to act in such away that always safeguards the health and well-being of children and vulnerable adults.Familiarisation with, and adherence to, the appropriate organisational SafeguardingPolicies and any associated guidance is an essential requirement of all employees as isparticipation in related mandatory/statutory training. Undertake relevant training as required. Continually update own knowledge and skillswithin the roleAdhere to organisational policies and procedures, including confidentiality,safeguarding, lone working, information governance, and health and safety

It is the responsibility of all staff to respect the confidentiality of the practice, it's patientsand its staff, as specified in the Caldicott Principles, Data Protection Act and the HumanRights Act.

It is the duty of every employee to:

Only access a person's identifiable information as required in the execution oftheir dutiesDisclose information appropriately, in line with the Data Protection ActTo store confidential information in line with practice protocols and policiesNon-disclosure of private and confidential information regarding the running ofthe practice and/or its finance. All such information from any source isregarded as strictly confidential

Health & safetyAssist in promoting and maintaining your own and others health and safety as defined inthe Practices Health & Safety policies and other relevant policies e.g. infection control.

This includes:Identifying risks in involved in work activities and undertaking such activities in away that minimises those risksTaking part in required training and putting training into practiceUsing appropriate infection control procedures, maintaining work areas in a tidyand safe way and free from hazardsReporting health and safety and infection hazards immediately when identifiedKeeping own work areas and general patient areas clean, assisting in themaintenance of general standards of cleanliness consistent with the scope of thejob holders role

Supports the equality, diversity and rights of patients, carers and colleagues, to include:Acts in a way that recognizes the importance of peoples rights, interpretingthem in a way that is consistent with practice procedures and policies, and currentlegislationRespects the privacy, dignity, needs and beliefs of patients, carers and colleaguesBehaves in a manner which is welcoming to and of the individual, is nonjudgmental and respects their circumstances, feelings priorities and rights.

More generally - To support the Reception Team Lead and Deputy Practice Manager to ensure servicesdelivered to patients and staff are managed in an open and honest environment whichpromotes understanding, trust, respect and compassion.

Person Specification Experience

• Experience of working within a team in a busy environment
• A good sense of humour, who enjoys being part of a close knit team

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.