At a Glance
- Tasks: Join our team to assist patients and manage administrative tasks in a friendly medical practice.
- Company: The Grove Medical Centre, a caring and supportive healthcare environment.
- Benefits: Flexible hours, NHS pension scheme, and opportunities for personal development.
- Other info: Enjoy team nights out and a dynamic work atmosphere!
- Why this job: Make a difference in patients' lives while gaining valuable experience in healthcare.
- Qualifications: GCSEs in English and Maths; office experience is a plus but not essential.
We are seeking anadditional Receptionist / Administrator to join our friendly team based at The Grove MedicalCentre and our branch site, The Marina Surgery. We deliver a high standard of careto the local population, with a list size of approximately 8,600 patients.
We are looking for an enthusiastic, flexible and motivated individual to joinour busy administrative team. Office experience is desirable and experienceworking in a Primary Care setting is advantageous. However, full training andmentoring will be provided.
We are looking to employ a new member of staff for a total of between 16 and 24 hours per week. However, additional ad hoc hours are likely to be available most weeks due to staff annual leave.
Main duties of the job
The main duties of the role are as follows:
- Open / close the surgery in the mornings / evenings.
- Answer telephone calls from patients, other health professionals and members of the public.
- Book appointments for patients.
- Process requests received on our askmyGP system and care navigate as appropriate.
- Register new patients and deduct leaving patients.
- Organise prescriptions to be signed by GPs both by hand and electronically.
- Open and process mail that is received by the practice.
- Process documents received via the Welsh Clinical Communications Gateway (WCCG).
- Make urgent blood test appointments on behalf of the GPs.
- Check adequate supply of stationery / stock in consulting rooms and replenish as necessary.
- Attend practice nights out!
About us
We are a medium-sized practice with a list of approximately 8,600 patients based across a broad area of Swansea. Our clinical team consists of 5 GP partners, 2 salaried GPs and a varying number of GP trainees. Our nursing team consists of 3 nurses and 1 healthcare assistant. Our admin team is made up of 12 members of staff including our practice manager and deputy practice manager.
We are a hard-working but friendly team who pride ourselves on providing the best service possible to our patients. Our salary and holiday scheme is based upon the NHS \'Agenda for Change\' system which means that our benefits are in line with NHS staff working within secondary care. All our staff are automatically entered into the NHS Pension Scheme.
Job responsibilities
Job Summary:
Thepurpose of the role is to:
- Offergeneral assistance to the Practice team and project a positive and friendlyimage to patients and other visitors, either in person or via the telephone
- Receive,assist and direct patients in accessing the appropriate service or healthcareprofessional in a courteous, efficient and effective way
- Undertakea variety of administrative duties to assist in the smooth running of thePractice which may include the provision of secretarial and clerical support toclinical staff and other members of the Practice team
- Facilitateeffective communication between patients, members the primary health care team,secondary care and other associated healthcare agencies
Duties andResponsibilities:
Theduties and responsibilities to be undertaken by members of the Practiceadministration team may include any or all of the items in the followinglist. Duties may be varied from time totime under the direction of the Practice Manager or Deputy Practice Manager,dependent on current and evolving Practice workload and staffing levels:
- Openingup / locking-up of Practice premises and maintaining security in accordancewith Practice protocols when on rota
- Maintainingand monitoring the Practice electronic appointments system request system (askmyGP)
- Care navigating patients to the appropriate clinician or external agency
- Processing face-to-face and telephone requests for appointments, home visits andtelephone advice calls and ensuring callers are directed to theappropriate healthcare professional
- Processingand distributing incoming (and outgoing) mail
- Takingmessages and passing on information
- Filingand retrieving paperwork
- Processingrepeat prescriptions in accordance with Practice guidelines
- Computerdata entry / data allocation and collation; processing and recordinginformation in accordance with Practice procedures
- Initiatingcontact with and responding to requests from patients, other team memberand associated healthcare agencies and providers
- Re-stockconsulting rooms with forms as required
- Providingclerical assistance to Practice and Trust staff as required from time totime, including word / data processing, filing, photocopying and scanning
- Ordering,re-ordering and monitoring of stationery and other supplies if required
- Keepingthe reception area, notice boards and leaflet dispensers tidy and freefrom obstructions and clutter as necessary
Confidentiality:
-Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidenceand have the right to expect that staff will respect their privacy and actappropriately
- Inthe performance of the duties outlined in this Job Description, thepost-holder may have access to confidential information relating topatients and their carers, Practice staff and other healthcareworkers. They may also have accessto information relating to the Practice as a business organisation.All such information from any source is to be regarded as strictlyconfidential
- Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the Practice Health & Safety Policy, to include:
- Usingpersonal security systems within the workplace according to Practiceguidelines
- Identifyingthe risks involved in work activities and undertaking such activities in away that manages those risks
- Makingeffective use of training to update knowledge and skills
- Usingappropriate infection control procedures, maintaining work areas in a tidyand safe way and free from hazards
Equality and Diversity:
Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
- Acting in a waythat recognises the importance of people\'s rights, interpreting them in away that is consistent with Practice procedures and policies, and currentlegislation
- Respecting theprivacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in amanner, which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.
Personal / Professional Development:
Thepost-holder will participate in any training programme implemented by thePractice as part of this employment, such training to include:
- Participation inan annual individual performance review, including taking responsibilityfor maintaining a record of own personal and / or professional development
- Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork
- Undertakingcourses as directed by the Practice Managerwhere required in order to carry out normal duties
Quality:
Thepost-holder will strive to maintain quality within the Practice, and will:
- Alert other teammembers to issues of quality and risk
- Assess ownperformance and take accountability for own actions, either directly orunder supervision
- Contribute to theeffectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the team\'s performance
- Work effectivelywith individuals in other agencies to meet patient\'s needs
- Effectivelymanage own time, workload and resources
Communication:
The post-holdershould recognise the importance of effective communication within the team andwill strive to:
- Communicateeffectively with other team members
- Communicateeffectively with patients and carers
- Recognisepeople\'s needs for alternative methods of communication and respondaccordingly
Contribution to the Implementation ofServices:
Thepost-holder will:
- Apply Practicepolicies, standards and guidance
- Discuss withother members of the team how the policies, standards and guidelines willaffect own work
- Participate inaudit where appropriate
Person Specification
Qualifications
- GCSE grade A to C in English and Maths
Knowledge and Skills
- Ability to provide quality care
- Good interpersonal and communication skills
- Basic IT skills
Experience
- Experience of working in primary care
- Experience of working in a GP practice
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.
#J-18808-LjbffrReceptionist / Administrator in Swansea employer: The Grove Medical Centre
Join our dedicated team at The Grove Medical Centre and The Marina Surgery, where we prioritise a supportive work culture and professional development. As a medium-sized practice, we offer competitive benefits aligned with the NHS, including entry into the NHS Pension Scheme, and provide comprehensive training to ensure your success in delivering exceptional patient care. With flexible working hours and a friendly atmosphere, this is an excellent opportunity for those seeking meaningful employment in a community-focused healthcare environment.
StudySmarter Expert Advice🤫
We think this is how you could land Receptionist / Administrator in Swansea
✨Tip Number 1
Get to know the practice! Before your interview, do a bit of research on The Grove Medical Centre and The Marina Surgery. Familiarise yourself with their services and values. This will help you show genuine interest and make a great impression.
✨Tip Number 2
Practice makes perfect! Prepare for common interview questions related to reception and admin roles. Think about how your past experiences can relate to the duties listed in the job description. We want to hear how you can contribute to our friendly team!
✨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. Remember, you’ll be the face of our practice!
✨Tip Number 4
Follow up after your interview! A quick thank-you email can go a long way. It shows your enthusiasm for the role and keeps you fresh in our minds. Plus, it’s a great chance to reiterate why you’d be a fantastic fit for our team!
We think you need these skills to ace Receptionist / Administrator in Swansea
Some tips for your application 🫡
Be Yourself:When writing your application, let your personality shine through! We want to see the real you, so don’t be afraid to show your enthusiasm for the role and how you can contribute to our friendly team.
Tailor Your Application:Make sure to customise your application to highlight your relevant experience and skills. Mention any office or primary care experience you have, as it’ll help us see how you fit into our busy administrative team.
Keep It Clear and Concise:We appreciate a well-structured application! Keep your sentences clear and to the point, making it easy for us to understand your qualifications and why you’re the perfect fit for the Receptionist/Administrator role.
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 position. We can’t wait to hear from you!
How to prepare for a job interview at The Grove Medical Centre
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of a Receptionist / Administrator. Familiarise yourself with tasks like booking appointments, processing prescriptions, and handling patient queries. This will help you demonstrate your knowledge and enthusiasm for the role.
✨Showcase Your Communication Skills
As a Receptionist, you'll be the first point of contact for patients. Practice clear and friendly communication. During the interview, highlight any previous experience where you've successfully interacted with customers or clients, especially in a healthcare setting.
✨Prepare for Scenario Questions
Expect questions that assess how you'd handle specific situations, such as dealing with an upset patient or managing multiple phone calls. Think of examples from your past experiences that showcase your problem-solving skills and ability to stay calm under pressure.
✨Emphasise Teamwork and Flexibility
This role requires working closely with a team and being adaptable to changing workloads. Share examples of how you've collaborated with others in previous jobs and your willingness to take on additional hours when needed. This shows you're a team player who can contribute positively to the practice.
