Receptionist/Administrator in Exeter

We are looking for an enthusiastic, reliable Receptionist / Administrator to join our friendly, supportive, and forward-thinking city-centre practice. This is an excellent opportunity for someone who enjoys working with people and thrives in a busy, patient-focused environment. The successful applicant would be expected to work Mondays and Fridays with the flexibility to cover other days if and when required. The ideal candidate will be confident and compassionate when interacting with patients, possess strong communication skills, and have a solid understanding of IT systems. The role involves a blend of administrative responsibilities and care navigation, helping to ensure patients are directed to the most appropriate service or clinician. If you're a team player with a positive attitude and a desire to contribute to the smooth running of a progressive healthcare setting, we'd love to hear from you.

Main duties of the job:

• The primary responsibility of the role is to welcome, assist, and direct patients to the appropriate service or healthcare professional in a courteous, efficient, and effective manner.
• As a key member of a hardworking and supportive team, the successful candidate will also offer general assistance to the wider practice team and help ensure the delivery of a high standard of service.
• They will be expected to project a friendly and professional image to patients and visitors, both face-to-face and over the phone.

About us:

At Isca Medical Practice, we have a supportive and cohesive team led by two Partners and a Practice Manager. In addition to the Partners, our clinical team consists of Salaried GP's, Practice Nurses, and HCA's. We pride ourselves on being a friendly and caring place to work, with an open-door policy.

Job responsibilities:

• The Receptionist will be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team.
• Duties can include, but are not limited to, greeting and directing patients, the effective use of the appointment system, booking appointments, the processing of information (electronic and hard copy) in a timely manner and in accordance with current policies, assisting patients as required and supporting the administration team with patient registration.
• The post-holder will act as the central point of contact for patients, be responsible for the distribution of information, messages and enquiries for the clinical team, liaise with multi-disciplinary team members and external agencies such as secondary care and community service providers.
• The Receptionist will support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
• The post-holder will be an integral part of the general practice team.

The following are the core responsibilities of a Receptionist in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

• Accurately detail information on patients records within the clinical system.
• Maintain and monitor the practice appointment system.
• Process personal, telephone and e-requests for appointments.
• Assist with total triage administration.
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
• Signpost patients to the correct service.
• Initiate contact with and respond to requests from patients, team members and external agencies.
• Photocopy documentation as required.
• Data entry of new and temporary registrations and relevant patient information as required.
• Input data into patients healthcare records as necessary.
• Direct requests for information, i.e., DSAR, insurance/solicitors letters and DVLA forms to the administrative team.
• Manage all queries as necessary in an efficient manner.
• Carry out system searches as requested.
• Support all clinical staff with general administrative tasks as requested.
• Undertake a broad spectrum of administrative duties commensurate with the role.
• Be an integral part of the general practice team.
• Act as a chaperone as required.
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children.
• Support in the delivery of enhanced services and other service requirements.
• Undertake all mandatory training and induction programmes.
• Contribute to and embrace the spectrum of clinical governance.
• Maintain a clean, tidy, effective working area at all times.
• Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed.

Wider responsibilities:

• Action incoming emails and correspondence as necessary.
• Scan patient related documentation and attach scanned documents to patients healthcare records.
• Participate in local initiatives to enhance service delivery and patient care.
• Support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently.
• Support and participate in shared learning.

Person Specification:

• Experience of working with the general public.
• Experience of working in a healthcare setting.
• Experience of administrative duties.
• Experience of working in a GP Practice.

• Excellent organisational and interpersonal skills.
• Strong communication skills, both written and verbal, with the ability to communicate effectively with a wide range of stakeholders.
• A keen attention to detail and the ability to work accurately and efficiently.
• Able to remain calm when under pressure.
• Always be professional and polite to patients.
• Willingness to learn new skills.
• To support and adapt to the changing environment.
• Ability to work independently as well as part of a team.

• A good standard of education with an expectation of having both GCSE Maths and English at Grade C (Level 4) or above, or Functional Skills Level 2 in Maths and English.
• Proficient in the use of computers and common office software.
• NVQ Level 2 in Health and Social Care.
• Knowledge of SystmOne or similar clinical systems.