Administrator / Receptionist

Fitzrovia Medical Centre are looking for a full time administrator / receptionist working 37.5hrs per week to join our friendly team. You must be enthusiastic, used to working in a high pressured environment and confident in dealing with members of the public in a professional manner. We welcome applications from those with experience of working within a busy NHS setting. Please be advised that the hours for this position will be 10:00 - 18:30 Monday - Friday, however, you may be required to work between the hours of 07:30 - 18:30 as and when required.

Main duties of the job

• To assist and support the patient in an efficient and courteous manner in accessing the services of the practice.
• To provide reception service that meets the need of the patient.
• Front line reception duties, dealing with patients face to face.
• General enquiries and explaining practice procedures.
• Dealing with telephone calls from patients, repeat prescriptions and any other queries.
• Maintaining the appointments system, to arrange appointments as per practice procedure.
• Dealing with home visit requests.
• Maintaining the system for issue of prescription, to organise prescriptions as per practice procedure.
• To assist and support the clinical staff in the efficient running of the clinics and surgeries.
• To provide clerical support within the Practice.
• Maintain patient records and data sets, to ensure patient data and records are kept up to date (manually and on the computer).
• To enter patient data on to the practice computer system (computerised and manual).
• To liaise with hospitals and other agencies.
• To adhere to the code of confidentiality at all times.
• To adhere to practice protocols and procedures.
• Liaising with clinical and non-clinical staff.
• Dealing with orders, supplies, and deliveries.
• Closing the building and ensuring room checks are completed.
• To undertake training as specified by the Practice Manager.

About us

Fitzrovia Medical Centre is a vibrant and dynamic General Practice within the heart of Central London with a patient list of 7500 patients. The atmosphere is characterized by a strong sense of teamwork, compassion, and a dedication to providing high-quality patient care. The work ethic here is exemplary, with a focus on continuous learning and professional development. The team is committed to staying updated with the latest medical and technological advancements to deliver the best possible care to patients. Collaboration and open communication are key values, ensuring that everyone works together seamlessly to meet the diverse healthcare needs of our community.

Job responsibilities

Role Overview: As an NHS GP Administrator / Receptionist, you will play a crucial role in the smooth operation of a General Practice (GP) clinic within the National Health Service (NHS). Your primary responsibility will be to provide efficient administrative support and excellent customer service to patients and healthcare professionals.

Key Responsibilities:

• Patient Reception and Triage: Greet and welcome patients in a professional and friendly manner. Register new patients, update existing records, and verify personal information. Conduct initial assessments and prioritise patient appointments based on urgency.
• Appointment Scheduling: Coordinate patient appointments, ensuring appropriate allocation of time slots and healthcare providers. Utilize electronic scheduling systems to manage appointments and maintain an organized schedule.
• Communication and Information Management: Answer phone calls, respond to inquiries, and provide information on clinic services and procedures. Liaise with healthcare professionals, hospitals, and external agencies to facilitate referrals and coordinate patient care.
• Record Keeping and Data Entry: Maintain accurate electronic and paper-based patient records, ensuring compliance with data protection regulations. Process paperwork related to patient registration, medical history updates, and prescription requests.
• Billing and Administrative Support: Assist with processing invoices, billing patients, and handling financial transactions. Provide general administrative support, including filing, photocopying, and managing correspondence.
• Medical Supplies and Inventory Management: Monitor and order office supplies, medical supplies, and equipment as needed. Ensure that inventory levels are maintained and equipment is in working order.
• Patient Advocacy and Support: Act as a liaison between patients and healthcare professionals, addressing queries, concerns, and providing guidance on administrative matters.
• Adherence to Policies and Regulations: Follow NHS guidelines, policies, and procedures related to confidentiality, security, and healthcare compliance. Handling incoming post, ensuring stamped and distributed accordingly. Completing daily tasks. Processing urgent referrals.

Person Specification

• Excellent communication skills, both verbal and written.
• Strong organisational skills with an attention to detail.
• Proficient in using computer systems and office software, including electronic health records (EHR) systems.
• Ability to multitask in a fast-paced environment.
• Knowledge of medical terminology and basic understanding of healthcare processes is a plus.
• The ability to work well as part of a team in an often challenging and demanding environment.
• The ability to remain calm under pressure and treat patients and colleagues alike with empathy and respect.
• Previous experience in healthcare administration or receptionist roles is advantageous.

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.