Receptionist/Administrator in Oldham

The practice is looking for a Medical Receptionist to join our experienced team. 27.5 Hours per week, Monday to Friday, 1pm-6.30pm.

Main duties of the job: You should have a good understanding of IT and administration systems, be a good team player and have a flexible approach to work. You will have a pleasant, approachable and caring attitude, excellent telephone skills and be committed to providing a patient focused service.

About us:

• Practice population: 9500
• Team: 4 Partners, 1 Salaried GP, 1 Community Matron, 1 ANP, 4 Practice Nurses, 1 HCA, 1 Care Co‑Ordinator, 14 Admin
• Clinical system: EMIS
• Training / Teaching practice
• CQC Rated Good
• High QOF achievement
• Active member of our Primary Care Network

Job responsibilities: The main purpose of the role is to provide a point of contact for patients and act as a focal point of communication between patients, doctors and other clinical staff. The post holder will share reception and clerical duties within the Practice, including use of the telephone and any other equipment as deemed necessary to carry out the duties listed below.

Reception Duties:

• To book appointments for patients with doctors and nursing staff and to ensure that patients who need urgent attention are seen.
• The accurate scanning of medical records, medical correspondence and other paperwork.
• Sorting of post, both internal and external.
• To retrieve notes for doctors and nurses as required.
• To record all visits and messages and ensure that they are passed on to the appropriate person in an efficient manner.
• To receive patients and supervise flow of patients to doctors and nurses.
• To assist with computerised repeat prescriptions and other computer systems.
• Administration duties as required for the efficient running of the Practice.
• Ensure that the Reception/Waiting area is tidy and ready for use by incoming colleagues and patients/visitors to the practice.
• To ensure that there are adequate supplies of stationary and other routine documents available in the consulting rooms, reception and waiting areas.
• To provide cover duties for other members of staff in case of holidays or sickness, in order to ensure the smooth running of the Practice.
• To assist with the implementation of new systems to ensure continued development of the Practice.
• To ensure patient confidentiality at all times.

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role.
• Undertaking periodic infection control training (minimum annually).
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Safeguarding: To recognise that promoting the welfare and safeguarding children, young people and adults is everyone’s business and access training or supervision as appropriate to the role.

Equality and diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner that is welcoming and non-judgmental and respects their circumstances, feelings, priorities and rights.

Quality: The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication: The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognize peoples needs for alternative methods of communication and respond accordingly.

This list is not meant to be exhaustive and will be subject to change from time to time in agreement with the post holder.

Person Specification:

• Qualifications: Good standard of general education, GCSE Mathematics C or above, GCSE English C or above, NVQ II in Customer Care.
• Experience: Experience of working with the general public, experience of reception work, experience of working within General Practice.
• Skills: Excellent communication skills (Written and Oral), clear, polite telephone manner, time management and the ability to work to deadlines, interpersonal skills, knowledge of EMIS Web clinical system.
• Behaviours: Smart, polite and confident, planning and organising, performing under pressure, using initiative, self-motivated, flexibility, 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.