Receptionist / Administrator in Brighton

Ardingly Court Surgery is based in the Kemptown district of Brighton, within walking distance from Brighton train station and the St James Street bus stop. We are looking for someone who enjoys working in a busy environment and has a love of patient care. This is an opportunity for an enthusiastic, experienced, positive and flexible person to be part of the Ardingly Court Surgery team. Benefits include NHS pension scheme (employer pays 14.38% currently this is topped up to 20% by government) and 5.6 weeks paid holiday entitlement.

The role will be varied and fast-paced. You will answer telephone calls and speak to patients face to face, book appointments, direct patients to the correct services, raise medication requests and ensure patients access the yearly reviews needed to manage their conditions. You will also have administration duties relating to the management of patient records in and out of the practice as well as health campaigns the practice is undertaking. Previous experience is desirable but not essential; full training will be given.

Main duties of the job:

• Have previous experience of working in a reception/customer facing role. GP Surgery in particular would be desirable.
• Have a proven ability in a customer service environment.
• Be able to demonstrate excellent verbal and written communication skills.
• Enjoy working within a team.
• Have strong organisation skills.
• Have a good understanding of IT.
• Be an effective multi-tasker.
• Be willing to learn and committed to personal development.

About us:

We are a friendly team that all work together to provide the best care for our patient population. We have 2 GP partners, 4 salaried GPs, 3 nurses, a health care assistant, reception staff and several administrative support staff that keep the surgery running. We offer NHS services to patients and currently have approximately 6500 patients we support.

Job responsibilities:

• Processing of clinical records in and out of practice (paper and electronic) efficiently recording all activities via internal processes.
• Managing related EMIS (clinical records management system) workflow registration tasks, resolving any enquiries liaising with patients and/or Primary Care Support England (PCSE) as required.
• Documenting all steps taken where necessary.
• Ordering labels via PCSE portal and recording status as per internal processes.
• Managing Subject Access Requests whilst being mindful of information governance principles and time frames.
• Assisting with health campaigns contacting patients to book appointments for vaccinations, NHS Health checks and other practice priorities.
• Processing personal and telephone requests for appointments, visits and telephone consultations, ensuring callers are directed to the appropriate healthcare professional.
• Opening up/locking up of practice premises and maintaining security in accordance with practice protocols.
• Maintaining and monitoring the practice appointments system.
• Processing and distributing incoming (and outgoing) mail.
• Taking messages and passing on information.
• Filing and retrieving paperwork.
• Processing repeat prescriptions in accordance with practice guidelines.
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
• Clearing and re-stocking of consulting rooms as required.
• Providing clerical assistance to practice staff as required from time to time.
• Provision of refreshments for staff and visitors as required.
• Keeping the kitchen area clean and tidy.
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
• Monitoring of stationery and other supplies.

Confidentiality:

In the course of seeking treatment, patients entrust us with sensitive information regarding their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. The post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. All such information is to be regarded as strictly confidential.

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.

Equality and diversity:

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

The post-holder will participate in any training programme implemented by the practice as part of this employment, including:

• Participation in an annual individual performance review.
• Taking responsibility for own development, learning and performance.

Quality:

The post-holder will strive to maintain quality within the practice.

Communication:

The post-holder should recognise the importance of effective communication within the team.

Contribution to the implementation of services:

The post-holder will apply practice policies, standards and guidance.

Person Specification:

• GCSE English or equivalent as a minimum.
• Strong command of English language both written and verbal.
• Experience of customer-facing roles.
• Experience of administrative support role(s).
• Must be confident with IT and willing to learn new systems.

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 to check for any previous criminal convictions.