At a Glance
- Tasks: Join our team as a Reception Care Co-Ordinator, handling patient enquiries and supporting our healthcare staff.
- Company: Stoneham Lane Surgery, a friendly and patient-focused organisation.
- Benefits: Enjoy NHS pension, uniform provided, and opportunities for training and development.
- Other info: Flexible hours with potential for overtime and excellent career growth.
- Why this job: Make a real difference in patient care while working in a supportive environment.
- Qualifications: Good English skills and experience with the public; healthcare experience is a plus.
Overview
Stoneham Lane Surgery has an exciting opportunity for an enthusiastic newcomer to join our friendly team as a parttime Reception Care Co-Ordinator.
The successful applicant will be enthusiastic, confident, and self-motivated, enjoy working in a challenging, busy environment and ideally will have experience of working with the public in a busy focused environment. Your work will mainly be telephone and IT based so you should have an excellent customer service background as well as good keyboard skills and a working knowledge of Microsoft Office packages is desirable. Full training on our Clinical System will be given.
Main duties of the job
You will work within a broad professional group, as well as with members of the public therefore excellent communication, interpersonal and organisational skills will be of equal importance. You will need be a team player with flexibility, be able to follow protocols and procedures and use own initiative, work efficiently in a busy environment, whilst prioritising workload.
You will be responsible for undertaking a wide range of reception duties and the provision of general support to the wider team. Duties can include but are not limited to, greeting, and directing patients, effective use of the appointment system, processing of information, and assisting patients and team members as required. This role will involve dealing with a high level of telephone enquiries, face to face contacts and medical administration to deliver patient care.
About us
We are proud to be an organisation which is focused on our patients, employee, training, and development. We welcome applicants who share our values and commitment to come and work with us in a professional, caring, and supportive team.
All staff are rolled into the NHS pension scheme.
A uniform is provided after satisfactory completion of 6 months probationary period.
Please be advised that Stoneham Lane Surgery do not employ registered patients.
Stoneham Lane Surgery is based in a purpose-built spacious accommodation in SO16 2JA (Swaythling area in Southampton) close to Junction 5 of the M27.
This is a non- smoking organisation.
Job responsibilities
The following are the core responsibilities of the reception care coordinator. On occasion, a requirement to carry out other tasks; this will be dependent on factors such as workload/staffing levels:
a. Meet, greet and welcome all patients and visitors, ensure checked in
b. Process and monitor the practice appointment system
c. Answer incoming phone calls promptly, transferring calls and handling callers requests appropriately and timely
d. Confirm patients contact details, check mobiles and address is in catchment area
e. Record data on SystmOne Clinical System and other approved templates
f. Input data into the patients health care records as necessary
g. Process repeat prescriptions, ensuring they are processed accurately and efficiently
h. Scanning of patient related documentation, attaching to patients healthcare records
i. Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team
j. Photocopy documentation and medical records as required
k. Support all administrative staff, providing cover during staff absences.
l. Support all clinical staff with general tasks as requested.
m. Respond to patients, team members and external agency requests
n. Maintain a clean, tidy, effective working area at all times
o. Monitor security/CCTV maintain the reception and waiting areas + notice boards
p. Signpost patients to the correct service, manage all queries efficiently
The successful candidate may also be required to carry out additional tasks which may include:
- Organising Weekly Staff Rota to ensure adequate staffing levels to cover sessions
- Arranging overtime as required, covering staff annual leave, unplanned absence (especially lunch cover and early and late sessions) + and any additional clinics such as Flu+ Covid vaccination clinics + extended hours - maintain fairness with Saturday clinics.
- Organising the 7th week rolling rota for the clinical system, whilst checking GP and Nurse holidays, Study leave, and Tutorials are recorded and blocked appropriately
- Check and maintain the desk diary for expected visitors
- Monitor the cleaners log in and out times, reporting absences, issues and stock requirements, sending the audit monthly
In the managers absence the applicant may be required to:
- Handle patient complaints, acknowledge the complaint has been received in writing, commence a Significant Event with staff involvement to investigate matter
- Deal with staff issues, implement temporary measures pending management return
- Manage any H&S concerns, report building issues to the landlord/maintenance company
Hours of work will include:
Sessions are worked over 4 days as follows:-
24 -28 hours minimum per week to be discussed at interview + overtime as required
Monday DAY OFF
Tuesday Morning 08.30 - 13.00 (4.5 hours)
Wednesday Afternoon 13.00 - 18.30 (5.5 hours)
Thursday All Day 08.00 - 13.00 & 14.00 - 18.00 (9 hours)
Friday Morning 08.00 - 13.00 (5.0 hours)
Flexibility with working hours/reception or admin sessions to maintain the smooth running of the practice and safe working is required, adhoc overtime and additional vaccination sessions will be required of all candidates.
If you have not heard from us within 2 weeks from the closing date you have not been successful
Person Specification
Qualifications
- Good Standard of English language
- Educated to GCSE level or equivalent
- AMSPAR Receptionists Qualification
- NVQ Level 2 in Health and Social Care
Experience
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting
Reception Care Co-Ordinator in Southampton employer: Stoneham Lane Surgery
Stoneham Lane Surgery is an excellent employer that prioritises patient care and employee development within a supportive and professional environment. Located in the spacious Swaythling area of Southampton, we offer comprehensive training, a commitment to work-life balance, and participation in the NHS pension scheme, making it an ideal place for those seeking meaningful employment in healthcare. Our friendly team fosters a culture of collaboration and respect, ensuring that every staff member feels valued and empowered to grow in their role.
StudySmarter Expert Advice🤫
We think this is how you could land Reception Care Co-Ordinator in Southampton
✨Tip Number 1
Get to know the practice! Before your interview, do a bit of research on Stoneham Lane Surgery. Familiarise yourself with their values and services. This will help you tailor your responses and show that you're genuinely interested in being part of their team.
✨Tip Number 2
Practice makes perfect! Prepare for common interview questions related to customer service and teamwork. Think of examples from your past experiences that highlight your skills in these areas. We all know that confidence is key!
✨Tip Number 3
Dress the part! First impressions matter, so make sure you look professional and approachable. A smart outfit can boost your confidence and show that you take the opportunity seriously.
✨Tip Number 4
Follow up after your interview! A quick thank-you email can go a long way. It shows your appreciation for the opportunity and keeps you fresh in their minds. Plus, it’s a great chance to reiterate your enthusiasm for the role!
We think you need these skills to ace Reception Care Co-Ordinator in Southampton
Some tips for your application 🫡
Show Your Enthusiasm:When writing your application, let your passion for the role shine through! We want to see that you're excited about joining our team and making a difference in patient care.
Tailor Your CV:Make sure to customise your CV to highlight relevant experience, especially in customer service and administrative roles. We love seeing how your skills match what we're looking for!
Be Clear and Concise:Keep your application straightforward and to the point. Use clear language and avoid jargon. We appreciate a well-structured application that’s easy to read!
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. We can’t wait to hear from you!
How to prepare for a job interview at Stoneham Lane Surgery
✨Know Your Stuff
Before the interview, make sure you understand the role of a Reception Care Co-Ordinator. Familiarise yourself with the key responsibilities mentioned in the job description, like managing appointments and handling patient queries. This will help you answer questions confidently and show that you're genuinely interested.
✨Show Off Your People Skills
Since this role involves a lot of interaction with patients and team members, be prepared to demonstrate your excellent communication and interpersonal skills. Think of examples from your past experiences where you've successfully dealt with challenging situations or provided outstanding customer service.
✨Get Tech-Savvy
As the job requires good keyboard skills and knowledge of Microsoft Office, brush up on these before your interview. You might be asked about your experience with IT systems, so be ready to discuss any relevant software you've used, especially if you have experience with clinical systems like SystmOne.
✨Be a Team Player
The ability to work well within a team is crucial for this position. Prepare to talk about how you've collaborated with others in previous roles. Highlight your flexibility and willingness to support colleagues, as this will show that you can adapt to the busy environment at Stoneham Lane Surgery.
