Receptionist in Sheffield

We are looking for a part-time Receptionist to join our friendly reception team working 16 - 17 hours per week at Clover North Darnall.

To be the first point of contact for patients, families and service users in a clinical environment. To provide an efficient and effective patient reception/administration function within the primary care setting.

As part of a reception team supporting a busy practice you will be the first point of call, either over the telephone or face to face on reception, for patients/service users; families and visitors to the practice, using appropriate communication skills to support access to the practice and the booking of appointments.

Main duties of the job:

• Operating the administrative functions of the services telephone booking system.
• Front of house, welcoming role, meeting and greeting patients/visitors coming into the practice.
• Work as a member of the reception team, providing all aspects of reception duties including taking & recording messages, booking of appointments for patients and answering telephone.
• Process new patient registrations and temporary registrations.
• Respond appropriately to verbal complaints and refer any unresolved issues to support/operational management when necessary.
• Use appropriate methods to communicate effectively within a team i.e. email.
• Carry out a variety of clerical duties as and when required i.e. scanning, filing, faxing and photocopying.
• Acting as a chaperone for a clinician if requested.
• Open post received on site and deal with it appropriately, scanning into SystmOne where required.
• Assist with the daily production of prescriptions, nomads & repeat dispensing.
• Act upon Doctors requests to follow up patients i.e. liaise with other agencies, secondary care, patients, families and carers on the practices behalf.
• Deal with incoming telephone calls and act upon each appropriately i.e. offer and book an appropriate appointment, refer for further clinical advice.

About us:

Primary Care Sheffield (PCS) is a GP-led organisation. Our shareholders are all the GP practices in Sheffield covering over half a million patients. PCS manages 9 practices in Sheffield across 4 localities and 4 PCNs. We currently have a vacancy arising from an existing post. The post holder will work as part of a wider data team who work together and support each other. In exchange we offer a competitive employment package, access to NHS pension, medicash policy and a supportive team.

Job responsibilities:

• Act as the first point of contact for patients, families and service users in a clinical environment.
• Provide an efficient and effective reception and administrative service within a primary care setting.
• Receive and operate the services telephone and appointment booking systems.
• Act as front-of-house, meeting and greeting patients and visitors.
• Book appointments, take and record messages, and respond to telephone enquiries.
• Process new and temporary patient registrations.
• Take and record messages for clinical staff, including home visit requests and medical advice.
• Deal with incoming telephone calls appropriately, including booking appointments or referring for clinical advice.
• Respond appropriately to verbal complaints and escalate unresolved issues to management.
• Carry out clerical duties including scanning, filing, faxing and photocopying.
• Open and process incoming post, scanning documents into SystmOne where required and logging episodes correctly.
• Provide administrative support for data quality.
• Assist with the daily production of prescriptions, nomads and repeat dispensing.
• Process and acknowledge receipt of patient monies when required.
• Act upon GP requests to follow up patients, liaising with other agencies, secondary care, patients, families and carers.

Teamworking and Support:

• Work effectively as part of the reception team and wider practice team.
• Communicate effectively using email, meetings and other appropriate methods.
• Assist the Support Manager and practice staff with the induction of new or temporary reception staff.
• Provide cover and support across other Primary Care Sheffield sites as required.
• Act as a chaperone for clinicians when requested.

Environment and Facilities:

• Maintain reception, waiting and consultation areas, including leaflets and posters.
• Report faults, equipment failures and building maintenance issues to the Support Manager.
• Be responsible for opening and securing the premises when required.

Confidentiality:

• Maintain strict confidentiality at all times in relation to patient, staff and business information.
• Ensure information is only shared with authorised individuals in accordance with practice policies and data protection legislation.
• Respect patient privacy and dignity in all interactions.

Health and Safety:

• Adhere to health and safety and infection control policies and procedures.
• Identify, report and manage risks and hazards promptly.
• Maintain clean, tidy and safe work areas.
• Use personal security systems appropriately.
• Participate in mandatory infection control training (minimum annually).
• Demonstrate due regard for safeguarding children and vulnerable adults.

Equality and Diversity:

• Promote equality, diversity and human rights in line with legislation and practice policies.
• Treat patients, carers and colleagues with dignity, respect and fairness.
• Act in a non-judgemental, welcoming and inclusive manner at all times.

Personal and Professional Development:

• Participate in an annual performance development review (PDR).
• Take responsibility for own learning, development and performance.
• Maintain records of personal and professional development.
• Support and share learning with colleagues where appropriate.

Quality:

• Maintain high standards of quality within the practice.
• Identify and report quality or risk issues.
• Take accountability for own performance and actions.
• Contribute to service improvement and effective team working.
• Manage time, workload and resources effectively.

This job description is not exhaustive and may be reviewed and amended in line with service needs. The post-holder will be expected to undertake any reasonable duties consistent with the role.

Experience:

• Experience of working in a reception environment dealing with patients/public in person and by phone.
• IT experience using Microsoft Office and e-mail.
• Previous experience of working within the NHS.
• Previous experience of working in a GP practice.

Qualifications:

• GCSE or equivalent English and Maths at grade C or above.
• Receptionist or Medical Terminology qualifications/experience.

Knowledge and Skills:

• Knowledge of office/reception procedures.
• Good understanding of equality & diversity.
• Excellent organisational skills.
• Methodical approach to work.
• Excellent interpersonal skills.
• Excellent keyboard skills.
• Clinical System Use (SystmOne).

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.