Receptionist & Administrator - Windemere

We're looking for a reliable and enthusiastic Receptionist & Admin Clerk to join our brilliant team at Windemere and Bowness Medical Practice. As the first point of contact for patients, you will be responsible for providing excellent customer service, managing appointments, and ensuring the smooth operation of the reception area.

Key Responsibilities

• Act as the primary point of contact for patients, both in person and over the phone.
• Handle patient queries and concerns in a professional and courteous manner.
• Manage appointments and scheduling, ensuring efficient use of resources.
• Complete a range of administrative tasks to support the team.
• Communicate patient information with clinical staff as required.
• Maintain a clean and welcoming reception area, ensuring a positive patient experience.
• Contribute to the efficient running of the reception area, ensuring high standards of service delivery.

Part time Shifts

• Mondays 8:30am-17:00pm reception
• Tuesdays 9:00am-17:30pm admin
• Fridays 9:00am-17:30pm admin

Detailed Responsibilities

• Be the first point of contact for patients arriving at the practice.
• Process confidential patient information to pass to clinicians.
• Open the premises at the start of the day, set the alarm to day function, including checking the heating/air conditioning and panic alarms and make all necessary preparation to receive patients.
• Contact patients with appointment times.
• Keep a watchful eye on patients waiting to be seen and in the case of worsening symptoms, alert a relevant professional.
• Alert emergency services in the event of an emergency and/or gain help from within the department.
• Gain an understanding of coordinating workload to capacity.
• Carry out equipment checks and report issues to the Practice Manager.
• Work autonomously, managing own workload effectively referring to line manager when necessary.
• Receive and make calls as required with the ability to handle heavy phone/patient traffic.
• Divert calls and take messages as appropriate.
• Ensure that the telephone system is operational at the beginning of each day.
• Scan and attach patients data to patients electronic records.
• Pull, file and photocopy patient paper records.
• Sort, screen and distribute incoming internal mail.
• Process outgoing mail following the procedure.
• Secure premises at the end of the day ensuring the building is totally secured, internal lights are switched off and the alarm activated.
• Adhere to all CH Policies and Procedures.
• Participate and ensure own ongoing development.
• Receive all incoming deliveries, opening and distributing accordingly.
• Maintain a high level of confidentiality and comply with the Data Protection Act.
• Be aware of the nature of information dealt with and work in a manner which ensures confidentiality and security.
• Undertake any other activities deemed appropriate and necessary by the organisation.

Person Specification

• Previous experience working within the NHS.
• Previous experience in a similar role.

Personal Circumstances

• Positive
• Confident
• Well organised
• Good team player
• Flexible
• Ability to build rapport and effective relationships at all levels
• Demonstrate initiative
• Ability to maintain workload in a sometimes busy and demanding environment

Other Requirements

• Willingness to undertake further training

Qualifications

• GCSE English and Maths (or equivalent)
• ECDL or equivalent
• NVQ Business Administration

Skills and Aptitudes

• Excellent oral and written communication skills
• Excellent telephone manner
• Ability to prioritise & manage own workload
• Friendly, helpful and can do approach
• Ability to carry out work accurately to specified deadlines
• Excellent organisational skills
• Ability to work on own initiative
• Able to work under pressure
• Able to maintain a high level of confidentiality

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.