Reception / Admin in Leatherhead

We are a busy GP Surgery, looking for proactive and committed individuals to join our Reception Team. We are recruiting for AM and PM sessions. We have a lovely reception team who are supportive of each other. No two days are the same. The successful applicant must be willing to learn, be a team player and be able to work under pressure. The Molebridge Practice has two branches. We are a family orientated practice and aim to give 100% in the provision of holistic care to our patients. We are looking for someone to be a valued member of the team.

Main duties of the job

• Opening and Closing up the Surgery
• Support management of prescription requests
• Telephones
• Use of our in-house clinical system EMIS
• Various admin tasks
• Assist in the implementation of clinical initiatives both national and local.
• Initiate contact with and respond to requests from patients, team members and external agencies

Job responsibilities

• The efficient opening and closing of practice premises, ensuring that security is maintained at all times.
• Accurately detail information on patients records within the clinical system.
• Maintain and monitor the practice appointment system.
• Process personal, telephone and e-requests for appointments.
• Assist with total triage administration.
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
• Signpost patients to the correct service.
• Photocopy documentation as required.
• Data entry of new and temporary registrations and relevant patient information as required.
• Input data into patients healthcare records as necessary.
• Direct requests for information, i.e., DSAR, insurance/solicitors letters and DVLA forms to the administrative team.
• Manage all queries as necessary in an efficient manner.
• Support all clinical staff with general administrative tasks as requested.
• Undertake a broad spectrum of administrative duties commensurate with the role.
• Be an integral part of the general practice team.
• Act as a chaperone as required.
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children.
• Support in the delivery of enhanced services and other service requirements.
• Undertake all mandatory training and induction programmes.
• Contribute to and embrace the spectrum of clinical governance.
• Ensuring that the doctors' rooms are well stocked with the necessary forms and paperwork.
• Keeping staff kitchens clean for use by all members of the practice staff.
• Ensuring that the reception and waiting areas are tidy, respectable, and ready for use at all times.
• Maintain a clean, tidy, effective working area at all times.
• To ensure a safe working environment is maintained at all times.
• Attend a formal appraisal with their manager at least every 12 months.
• Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed.

Wider responsibilities

• Action incoming emails and correspondence as necessary.
• Scan patient related documentation and attach scanned documents to patients healthcare records.
• Participate in local initiatives to enhance service delivery and patient care.
• Support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently.
• Support and participate in shared learning.

Person Specification

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Ability to use own initiative, discretion, and sensitivity
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Excellent communication skills and effective in communicating and understanding patient needs
• Sensitive and empathetic in distressing situations
• IT skills and the ability to record accurate notes
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Flexible and cooperative
• Motivated
• Understanding of safeguarding adults and children
• Knowledge of and ability to work to key policies and procedures
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Good organisational skills
• Chaperone procedure
• Demonstrate personal accountability, emotional resilience and work well under pressure

Experience

• Experience of working with the general public
• Experience of working in a healthcare setting
• Experience of administrative duties

Qualifications

• A good standard of education with an expectation of having both GCSE Maths and English at Grade C (Level 4) or above, or Functional Skills Level 2 in Maths and English
• NVQ Level 2 in Health and Social Care

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.