At a Glance
- Tasks: Support the practice team with admin duties and be the friendly first point of contact for patients.
- Company: Invicta Health, a non-profit passionate about providing quality primary care services.
- Benefits: NHS Pension, flexible working, learning opportunities, and competitive annual leave.
- Other info: Great progression opportunities in a supportive environment.
- Why this job: Join a caring team and make a real difference in your community's health.
- Qualifications: Strong communication skills and a positive attitude towards patient care.
The predicted salary is between 13000 - 16000 £ per year.
Job summary
Invicta Health has an exciting opportunity for a Receptionist to join the team on a part time basis, 26.5 hours per week.
The working pattern will be across four days per week, including a full day on both Monday and Friday.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As Receptionist, you will provide an important role in supporting the practice team with the day-to-day running of the practice by undertaking a variety of general and clinical administration duties. You will act as the first point of contact for patients contacting the practice and work effectively to receive, assist, and direct them in accessing the appropriate healthcare professional or service in a courteous manner ensuring confidentiality. You will provide a welcoming friendly and positive image to patients and visitors either in person via email or via the telephone portraying the practice in the highest possible professional basis .
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
- NHS Pension
- Learning and Development opportunities
- Progression opportunities
- Competitive annual leave entitlement
- Incremental pay progression
- Flexible working
- Approved blue light card provider
- Salary Sacrifice Schemes
- Car Lease Scheme
- Employee Assistance Programme
Job description
Job responsibilities
Front Desk
Tend to the front desk ensuring to greet patients and visitors on their arrival to the practice in a welcoming manner.
Ensure all patients and visitors to the practice are signed in and directed to the relevant waiting area.
Inform the relevant host for example, the GP, Nurse or Practice Manager of any patients or visitors arrival
Accept payments and issue receipts for non-NHS services.
Book ambulances/appropriate transport for patients according to protocols.
Assist patients with requests for Blood Forms, Urine Forms and Xray forms, printing where necessary.
Assist patients to use the POD, checking blood pressure and stats.
Receive samples from patients, refusing those that have not been requested and/or expected.
Keep the reception area, noticeboards and leaflet dispensers clean, tidy and free from obstructions and clutter.
Support in ensuring the reception area remains a calm environment for all. Politely and safely addressing any disruptive behaviours, escalating to management where appropriate.
Registrations and Appointments
Process registrations both regular and temporary ensuring complete information and appropriate ID.
Book in, amend and cancel general (GP/Nurse), clinic (Flu) and third party (Physio) patient appointments in line with practice appointment procedures, ensuring optimum efficiency of the appointment system.
Monitor the incoming E-Consult messages booking an appropriate appointment or directing to the most appropriate department.
Monitor the 111 clinical screen and directing as appropriate
Receive and accurately record requests for home visits, assessing urgency in accordance with the Practices protocols.
Ensure that patients without appointments but who need 'urgent consultations are booked into appropriate slots and referred to a GP where necessary.
Once trained, chaperone patients to their GP appointment as and when requested, this can include intimate examinations.
Prescriptions and Certificates
Receive and process prescription requests accurately and in accordance with practice guidelines
Raise any prescription queries with the appropriate department including status check of whether it has been issued and where it is.
Advice and guidance
Provide advice (non-medical) and contact details of third-party services to patients as required. For example, suggesting a patient contact the Urgent Mental Health Team.
Respond to and/or redirect all general enquiries, explaining procedures where necessary and processing paperwork where required.
Process referrals for the District Nurse
Action EMIS tasks and DOCMAN workflow in a timely manner
Communication
Answer incoming telephone calls in a timely and professional manner, ensuring calls are documented and actioned and/or redirected as appropriate.
Communicate with GPs, Nurses, and the Clinical Team as necessary including passing information across to be processed, chasing documentation, results, and appointment information.
Communicate in writing (letters and electronically) and verbally with a wide range of providers and users of services, including patients; carers; voluntary; social; primary and secondary care providers.
Liaising with GP/Clinicians, forwarding concerns, chasing for samples, letters, prescriptions and other paperwork
Monitor the reception email account and action any requests needed, raising any urgent enquiries to your line manager where relevant
Data Handling
Document information received from patients or third-party agencies, accurately on EMIS. For example, urgent blood results from path labs, patients home blood pressure readings and any urgent referral advice provided to them.
Undertake manual and electronic filing and retrieving of paperwork ensuring up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
Equipment and Stock Control
Efficient filling of sample pots, testing kits, appointment cards, registration paperwork and other necessary aids.
Clearing and re-stocking stationery items in work areas as required, ensuring low stock levels are reported to the relevant leads and ensuring a clear desk policy.
Safely accept and record receipt of any vaccine/medication deliveries, ensuring safe storage of items and informing relevant departments
Pack specimens ready for collection by the local hospital.
Miscellaneous
Opening and locking up of practice premises (where needed) and maintaining security in accordance with practice protocols at all times.
Keep up to date with any new guidance and changes within the team.
Supporting in the training of new reception team members.
Complete any special duties as outlined by your line manager
General Duties
To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.
To contribute to the development of services, including processes, templates and principles.
To take part in any statutory and mandatory training or other training and development programmes as requested.
Any other reasonable duties as directed by your line manager.
Person Specification
Experience
Essential
- Understand the importance of maintaining patient and data confidentiality.
- Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
- Experience of setting up and maintaining effective administrative filling systems.
- Experience of work involving regular and accurate data inputting
Desirable
- Knowledge of office management systems and procedures.
- Experience of working with Microsoft packages including, word, excel and power point.
- Experience of working with EMIS and DOCMAN.
- Previous administration experience within a medical environment. Knowledge and understanding of the National Health Service.
Personal Attributes
Essential
- Willingness to learn and adapt to change.
- Highly customer focused.
- Understanding and approachable.
- Strives for excellence.
- Honest and fair.
- Leads by example.
- Positive can do attitude.
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy
Key Skills
Essential
- Able to communicate effectively and collaboratively across varied
- disciplines.
- Able to work in a well organised and professional manner, maintaining concentration and accuracy.
- Able to manage conflicting priorities.
- Possess an aptitude for dealing with potentially difficult or demanding
- situations.
- Good telephone manner.
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
Invicta Health CIC
Address
East Cliff Practice
Dumpton Park Drive
Ramsgate
Kent
CT118AD
United Kingdom
Employer's website
https://invictahealth.co.uk/ (Opens in a new tab)
Receptionist in Ramsgate employer: Invicta Health CIC
Invicta Health CIC is an exceptional employer that prioritises the well-being of both its staff and the communities they serve. With a strong focus on professional development, employees are encouraged to grow through training and mentorship while working in a supportive, collaborative environment. Located in a vibrant community, this role offers the unique opportunity to make a meaningful impact on mental health care, ensuring that every team member feels valued and empowered in their contributions.
StudySmarter Expert Advice🤫
We think this is how you could land Receptionist in Ramsgate
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like Invicta Health CIC.
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Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
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Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at Invicta Health CIC.
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We think you need these skills to ace Receptionist in Ramsgate
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at Invicta Health CIC.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at Invicta Health CIC.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to Invicta Health CIC. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at Invicta Health CIC. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at Invicta Health CIC
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research Invicta Health CIC’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
