Vacancies

Job summary

We are seeking two enthusiastic and motivated people to join our professional yet friendly team. Ideally, we are looking for someone who has a proven track record in a public-facing role but would provide full training to the right candidate who has a passion to deliver excellent customer service in a healthcare environment.

This is a busy, ever-changing environment, and the successful candidates need to be able to remain calm and focused under pressure, and be able to understand and prioritise workload to ensure that our clinicians can provide appropriate and timely care to our patients. This post is full time (37.5 hours per week) spread across all our opening hours with a requirement for flexibility to work additional hours to cover leave and to provide periodic additional services at evenings and weekends (e.g. vaccination clinics). Part-time hours/job share could be considered.

Main duties of the job

• Booking appointments
• Answering queries from patients and other agencies
• Signposting patients to other services
• Telephoning patients at the request of clinicians/management team
• Processing incoming documents
• Processing requests and queries received via email
• Preparing repeat prescriptions for signature
• Data entry
• Ensuring a clean, tidy, safe environment

About us

We are a 3-partner General Practice with 5,000 patients located in the village of Painswick. We are part of the Stroud Cotswold Primary Care Network (SCPCN) with 4 other practices which allows us to combine our efforts to work on bigger projects (e.g. the delivery of the Covid-19 vaccination programme). We also have 2 salaried GPs working with us as well as 2 Practice Nurses and a Health Care Assistant. We are also a training practice for qualified doctors who wish to work as GPs.

Job description

Job responsibilities

Job Title: Medical Administrator

Line Manager: Reception Manager

Accountable to: Practice Manager

Hours per week: 37.5 (part-time or job share could be considered)

Job Summary

To be responsible for undertaking a wide range of administration and reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Primary Responsibilities

The following are the core responsibilities of the receptionist. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Signpost patients to the correct service, including caring for our patients who may have specific or additional needs, including but not limited to Carers and Veterans
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Prompt and efficient registration of new patients, ensuring the needs of our more vulnerable patients are met and that all new patients are offered information on the NHS App
• Prepare repeat prescriptions for signature
• Scan data onto the clinical database
• Photocopy documentation as required
• Data entry of new and temporary registrations and relevant patient information as required
• Processing repeat prescriptions, ensuring they are processed accurately and efficiently
• Input data into the patient’s healthcare records as necessary
• Process 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 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

Secondary Responsibilities

In addition to the primary responsibilities, the medical administrator may be requested to:

• Partake in audit as directed by the audit lead
• Support administrative staff, providing cover during staff absences
• Action incoming faxes when necessary
• Scanning of patient-related documentation and attaching scanned documents to patient healthcare records
• Complete opening and closing procedures in accordance with the duty rota
• Monitoring of stationery supplies

Person Specification

Experience

Essential:

• Experience of working with the general public

Desirable:

• Experience of administrative duties
• Experience of working in a health care setting

Skills, personal qualities and other requirements

Essential:

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management
• Ability to work as a team member and autonomously
• Polite, confident, motivated
• Ability to work under pressure
• Flexibility to work outside of core office hours
• DBS check

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics & English (C or above)
• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

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.

Employer Details

Employer name: Painswick Surgery

Location: Hoyland House, Gyde Road, Painswick, Gloucestershire, GL6 6RD

Employer’s website: https://www.painswicksurgery.nhs.uk

Contact: Jenny Vallely at glicb.manager.painswick1@nhs.net

Note: Any successful candidate who is a patient at the surgery would be required to re-register with another practice.