Receptionist (Part Time) in Barnsley

Barnsley Healthcare Federation is looking for an enthusiastic, team oriented, flexible and reliable individual to join our Reception team at BHF. The hours available are 26 hours a week: Wednesday 8.00am - 6.30pm, Thursday 12.30pm - 6.30pm and Fridays 8.00am - 6.30pm. However, you may be asked from time to time to work out of these hours to cover annual leave; any changes to your usual shift patterns will be communicated by management.

BHF are fully committed to ensuring equality, diversity, and inclusion (EDI) as this is embedded in our values. We are also a committed employer under the Disability Confident Scheme. Therefore, should you wish to discuss any reasonable adjustments or assistance you might need in the application or interview process, please contact a member of the HR team.

Main duties of the job:

• Act as a focal point for the practice, communicating effectively between clinicians, staff and patients.
• Demonstrate previous administrative and customer service experience and have the skills to adapt to and prioritise the duties of a busy reception desk, remaining calm and focused to ensure a high standard of care is delivered to patients.
• Show team‑player attitude with excellent verbal and written communication skills.
• Computer skills are essential; experience with a clinical system would be advantageous, but training will be given.

About us:

Launched in 2015, we are an ambitious and inclusive organisation focused on enhancing the way in which primary care at scale is delivered within Barnsley. Our vision is to deliver a robust publicly‑funded health and social care service which meets the needs of the local community. We believe that regardless of location or need, every patient should receive the same high standard of care, at times when they need it most. Receptionists are an integral part of our team and our ability to meet these aims.

Benefits:

• 5 weeks annual leave plus bank holidays
• NHS Pension Scheme
• Monthly in‑house training event
• Retail discounts

Job responsibilities:

• Process appointment requests from patients by telephone and in person.
• Process patients manually or through the booking system.
• Deal with visit requests.
• Register new patients and temporary residents.
• Process patients change of address either manually or through GP links.
• Process repeat prescription requests in accordance with practice guidelines.
• Accept and process specimens ready for collection.
• Understand the Practice’s appointment system and individual slot types/times.
• Have a clear understanding of telephone systems, daytime and out of hours.
• Computer data entry processing and recording information in accordance with practice procedures and GDPR.
• Take messages and pass on information.
• Complete workflow tasks within agreed timescales, including:
• Processing of recalls
• Processing and allocating pathology results
• Scanning medical information to patient records
• Allocating workflow to doctors
• Read coding medical information
• Processing out of hours information received electronically
• Updating records when a patient is deceased and understanding of process
• Processing online prescription requests and dealing with no mads
• Processing scanned workflow from the doctors
• Recalls of chronic disease management
• Processing tasks in Systm One
• Processing insurance report/medical records requests

Medical Records:

• Manage medical records.
• Ensure records are kept neat and tidy and in good general repair.
• Ensure any changes in patient details (address, telephone numbers, etc.) are altered on the patient’s medical record.
• Ensure all patient contacts are documented in the patient’s computerised medical record.

Reception:

• On opening the premises, check the doctor's rooms, waiting area and reception are heated/ventilated, clean and tidy and ready for the day.
• Assist in organising patient appointments, and the communication of information to staff, patients and health care providers.
• Ensure the surgeries are well stocked with stationery and equipment needed by the doctors.
• Receive and exchange routine information between clinicians, health care providers, staff, patients and external agencies.

Person Specification:

Qualifications:

• Educated to GCSE level or equivalent.
• GCSE Maths and English at 9-4 or A*-C.
• Customer Service Level 2 qualification or equivalent.

Experience:

• Excellent written and spoken communication skills.
• Ability to liaise with all levels of staff and the public in a confident and effective manner.
• Understanding of the need for confidentiality.
• Ability to work under limited supervision.
• Proven experience of working in an office environment in an administrative/secretarial role, including maintaining databases.
• Experience of using Office packages including Excel, Word and Outlook.
• Knowledge of the NHS/Public Sector.
• Understanding of GDPR legislation.

Practical, Intellectual, Analytical and Organisational skills:

• Ability to manage and prioritise own workload and work towards deadlines.
• Good organisational skills with the ability to multi‑task.
• Ability to problem‑solve.
• Excellent attention to detail.
• Experience in practice coding/summarising.

Personal Deposition:

• Approachable and friendly manner.
• Ability to diffuse conflict.
• Desire for CPD and willingness to complete training required.
• Ability to work effectively within a team.
• Flexible approach to work.
• Full UK driving licence.

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.