Receptionist/Administrator in Liverpool

Thinking of working in a GP surgery? Wanting to make a difference and work with a dynamic team? If so, you are looking in the right place. You will be the first friendly face our patients will meet, playing a vital role in welcoming and helping them from making appointments to resolving any problems they may have. If you are organised, friendly, and compassionate, then we would love you to join our team.

Main duties of the job:

• Booking appointments and helping resolve any issues in a friendly, efficient, warm way.
• Supporting the clinical team with basic admin duties.
• Dealing with telephone, face-to-face, and electronic enquiries.
• Booking and/or amending patient appointments and home visits.
• Contacting patients to provide information from the clinical team.
• Assisting patients to access our services and those available in the wider community.

This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality. IT skills are essential, as you will be regularly creating searches, data input, and monitoring our achievements and progress against national, local, and internal targets.

General administration:

• Initiating contact with and responding to requests from patients, other team members, and associated healthcare agencies and providers.
• Processing and distributing incoming and outgoing mail.
• Filing and retrieving paperwork.
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning.
• Ordering and monitoring of stationery and other supplies.
• Covering sickness/annual leave and working reasonable overtime when required, including some weekends.
• Performing any other relevant and reasonable duties that may be requested by your team, practice manager, or partners.
• Undertaking statutory and mandatory training as required.

Appointment system management:

• Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical records.
• Monitor effectiveness of the system and report any problems or variations required.
• Deal with home visit requests, carefully noting all details.
• Arrange transport to hospital appointments for housebound patients.

Medical records management:

• Ensure that all records are accurately compiled in advance for each consulting session.
• Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to.
• Ensure correspondence, reports, results, etc., are filed in the correct record.
• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.

Consultation room preparations:

• Clearing and re-stocking of consulting rooms as required.
• Consulting rooms prepared in readiness for each consulting session.
• Rooms are checked at the end of each consulting session and left tidy and secure.

Other responsibilities:

• Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
• Maintain an awareness of the Freedom of Information Act.
• Health & safety: The post-holder will manage their own and others' health & safety and infection control as defined in the Practice Health & Safety Policy.
• Comply with Practice health & safety policies by following agreed safe working procedures.
• Actively report health & safety hazards and infection hazards immediately.
• Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
• Undertaking periodic infection control training (minimum annually).
• Awareness and compliance with national standards of infection control, hygiene, regulatory/contractual/professional requirements, and good practice guidelines.
• Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others.
• Reporting incidents using the organisation's Incident Reporting System.
• Using personal security systems within the workplace according to Practice guidelines.
• Making effective use of training to update knowledge and skills.
• Demonstrate safeguarding and promoting the welfare of children and adults at risk.

Equality and diversity:

• The post-holder will support, promote and maintain the Practice's Equality & Diversity Policy.
• No person, whether they are staff, patient, or visitor, should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion, etc.

Person specification:

• Experience: Customer Service Skills, Experience of dealing with the public, Experience of working in a GP practice.
• Skills: Flexibility, Adherence to strict confidentiality, Computer skills.
• Qualifications: GCSE grade A to C in English and Maths. Working in General Practice is desirable but not essential as full training will be given.