Reception Administrator

South King Street Medical Centre is looking for an enthusiastic, Full Time Reception Administrator to join our dynamic and friendly team. If you are interested in the role, we would like to hear from you. For informal enquiries please contact: lynsey.leo@nhs.net You can either apply on NHS Jobs or send your CV to: lscicb-bl.southkingst@nhs.net

Main duties of the job:

We are looking for a friendly, motivated, and organised Receptionist Administrator to join our team. This is an excellent opportunity to play a key role in delivering outstanding patient care while providing efficient reception and administrative support. The successful candidate will thrive in a busy environment, enjoy working as part of a dedicated and supportive team, and take pride in contributing to an organisation committed to the health and wellbeing of its patients and community.

Previous NHS experience would be desirable but is not essential, as full training will be provided. Essential requirements include excellent interpersonal and communication skills, a professional and courteous telephone manner, strong IT skills, and the ability to work effectively with patients, colleagues, healthcare professionals, and external agencies. We are seeking an individual who is flexible, reliable, and able to adapt to changing demands while maintaining a high standard of customer service and professionalism at all times. The role is based on a Monday to Friday working pattern, and the successful candidate will be required to participate in the practice's extended hours service, working one shift per week until 8:00pm. Flexibility to support the needs of the practice is essential.

About us:

We are a well-established GP practice led by two GP Partners, providing a comprehensive range of primary care services to approximately 6,500 patients. Our dedicated multidisciplinary team includes two Salaried GPs, a Nurse Practitioner, Pharmacist, Practice Nurses, Healthcare Assistant, and a skilled Administration and Reception team, all working together to deliver high-quality patient care. South King Street Medical Centre is also an active member of the Blackpool Central West Primary Care Network (PCN), a collaborative network of three local practices working together to enhance healthcare services and improve outcomes for our patient population.

Please Note: We reserve the right to close this vacancy early should sufficient applications be received. We therefore encourage interested candidates to apply as soon as possible to avoid disappointment.

Job responsibilities:

• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
• Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
• Signpost patients and consult with members of the Practice team.
• Make patient appointments or answer patient queries face-to-face.
• Hand completed repeat prescriptions to patients and check names and addresses.
• Be able to cover all reception positions as necessary.
• Process appointment requests for future appointments from patients by telephone and in person.
• Deal with visit requests.
• Take telephone calls from patients about appointments and queries.
• Accept test samples from patients and deal with accordingly.
• Advise patients of relevant charges for private work (Non-General Medical Services), accept payment and issue receipts for same.
• Maintain patient confidentiality at all times.
• Provision of refreshments for staff and visitors as required; setting up for meetings, participate in washing dishes and keeping the kitchen area clean and tidy.
• Keep the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
• Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
• When last to leave, at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.

Administration:

• To have a thorough knowledge of all Practice procedures.
• To work in accordance of written protocols.
• Check and complete tasks as required.
• Check Docman and complete Docman tasks.
• E-mail, Scan and Photocopy as requested.
• Process patients change of address computer data and medical records (have knowledge of Practice area).
• Process repeat prescription requests in accordance with Practice guidelines.
• To assist with GP/ Health Professionals queries as requested.
• Read Coding clinical / non-clinical data information into the practice clinical system.
• Auditing data collection standards in the practice.
• Monitoring progress of notes summarising / amalgamation of medical records.
• Filing and retrieving paperwork.
• Troubleshoot clinical database.
• Support and guide members of staff in the use of the computer system.
• Ensure security of data at all times - GDPR compliant.

Other Tasks:

• Check and restock clinical rooms with stationery stock on a regular basis.
• Ensure building security have thorough knowledge of doors/windows/alarm.
• To action policies and procedures.
• Chaperone, as requested.
• Any other tasks allocated by managers.
• Complete Mandatory training to update knowledge and skills.
• Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.

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, to 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.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• 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.

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 people's 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Safeguarding:

South King Street Medical Centre is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff are expected to share this commitment. The successful candidate will be required to undergo appropriate pre-employment checks, including a Disclosure and Barring Service (DBS) check, references, and occupational health clearance where applicable.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, 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.

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 their own time, workload and resources.

Communication:

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

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise people's needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply Practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Attend meetings when required.

Person Specification:

• Good standard of general education.
• Qualification/Understanding of Microsoft Office.
• Practical experience of working with others.
• Experience of using own initiative.
• Experience in good customer service.
• Excellent IT and Keyboard skills.
• Empathy/understanding of role.
• Internet/Emails.
• Time Management.
• Interpersonal skills.
• Planning and organising.
• Self-motivated.
• Flexibility.
• Confidentiality.
• Ability to use own judgement, resourcefulness and common sense.
• Ability to work without direct supervision and determine own workload priorities.
• Ability to work as part of an integrated multi-skilled team.
• Pleasant and articulate.
• Able to work under pressure.
• Able to work in a changing environment.
• Able to use own initiative.
• Flexibility of working hours/able to work at the desired times in line with the needs of the practice.
• Experience of working within a GP Reception environment.
• Practical experience of computerised recording systems.
• Medical Terminology.
• Experience of working in a Primary Care setting.

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.