Receptionist- Maternity cover in Sheffield

Maternity receptionist cover for 10 months, 25 hours per week

Main duties of the job

General Practice Receptionist role, patient facing role incorporating other General Practice administration

About us

We are a friendly two site surgery in North Sheffield offering a Maternity cover role for 10 months.

Job responsibilities

JOB DESCRIPTION: RECEPTIONIST

Based at

Grenoside Surgery (although you may be required to work at Wadsley Bridge Medical Centre as service needs require).

Responsible to

• Practice Manager / Reception Team Leader
• Job Purpose

The Receptionist is often the first point of contact for patients and visitors and plays a vital role in delivering excellent patient care and customer service.

The post holder will provide a professional, efficient, friendly and compassionate receptond and administrative service, supporting the practice's Total Triage model and ensuring patients are signposted to the most appropriate clinician or service.

The role combines reception, administration, patient navigation, and care coordination duties, requiring excellent communication skills, confidentiality, and the ability to work effectively within a busy primary care environment.

The post holder will support the delivery of safe, effective, and accessible healthcare services, ensuring that patient requests are managed appropriately and in accordance with practice protocols.

Main Duties and Responsibilities

• Reception and Patient Services
• Receive, welcome and assist patients, carers and visitors in a professional and courteous manner.
• Manage patient enquiries face-to-face, by telephone, online consultation systems, NHS App messaging, and other digital communication channels.
• Support the practice's Total Triage model by gathering appropriate information from patients and directing requests to the most suitable clinician, healthcare professional, or service.
• Signpost patients to alternative NHS and community services where appropriate.
• Explain practice procedures, services, and appointment processes to patients.
• Maintain patient confidentiality at all times in accordance with GDPR and practice policies.
• Assist patients with accessing online services and digital healthcare tools.
• Appointment and Triage Administration
• Process and manage incoming patient contacts through the practice's Total Triage system.
• Ensure patient requests are accurately recorded and appropriately actioned.
• Book, amend and cancel appointments in line with practice protocols and clinician availability.
• Manage urgent requests and ensure these are escalated promptly according to practice procedures.
• Receive and record home visit requests and ensure these are passed to the appropriate clinician.
• Clinical Administration
• Scan, code and process clinical correspondence onto patient records.
• Process incoming documents and ensure accurate filing within the clinical system.
• Manage tasks and workflow requests generated by clinicians and external organisations.

• Support prescription administration processes, including

• Repeat prescription requests
• Electronic Prescription Service (EPS)
• Care Home prescriptions
• NOMAD prescriptions
• Support registration of new patients and amendments to patient demographic information.
• Maintain accurate and up-to-date patient records.
• Communication and Coordination

• Liaise effectively with

• GPs and clinical staff
• Community nursing teams
• Hospitals and secondary care providers
• Ambulance services
• Care homes
• Other healthcare professionals and external agencies
• Ensure messages are communicated accurately and promptly.
• Escalate safeguarding, clinical or operational concerns appropriately.
• Operational Responsibilities
• Open and close the premises as required, following practice security procedures.
• Check waiting areas are clean, tidy and welcoming.
• Ensure consulting rooms have access to appropriate stationery and administrative supplies.
• Open and distribute incoming post.
• Support stock monitoring and ordering of office supplies.
• Assist with maintaining accurate records and filing systems.
• Ensure reception areas are left tidy and handovers are completed effectively between shifts.
• Support the wider administration and reception teams during periods of increased demand.
• Quality and Safety
• Adhere to all practice policies, procedures and protocols.
• Comply with Health and Safety requirements.
• Report incidents, hazards, complaints or concerns appropriately.
• Maintain awareness of safeguarding responsibilities for children and vulnerable adults.
• Support infection prevention and control measures within the practice.
• Check and record clinical fridge temperatures when required and in the absence of nursing staff.
• Team Working and Development
• Work flexibly across reception and administrative functions to support practice needs.
• Provide cover for colleagues during periods of absence or annual leave.
• Attend practice meetings, training events and mandatory learning sessions.
• Participate in service improvement initiatives and contribute positively to team objectives.
• Undertake any other duties commensurate with the role and grade as requested by the Practice Manager or Reception Team Leader.

Person Specification

The successful applicant will

• Demonstrate excellent communication and customer service skills.
• Be confident using IT systems and adapting to new technology.
• Be organised, accurate and able to prioritise workload effectively.
• Remain calm and professional when dealing with challenging situations.
• Show empathy, compassion and understanding when supporting patients.
• Understand the importance of confidentiality and information governance.
• Work effectively both independently and as part of a team.
• Be willing to learn and adapt to changes within primary care and general practice.

The successful applicant must familiarise themselves with all Practice Policies, Procedures, Protocols, the Staff Handbook, Information Governance requirements, Health and Safety guidance, and any operational processes relevant to their role.

The duties outlined above are not exhaustive and may be amended in line with service requirements.

Person Specification

Experience

• Computer knowledge and skills essential as well as working in a team and being available to cover on a rota basis for holidays and sickness
• Experience in working in Primary Care or in a GP setting
• 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.

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