Receptionist in Herne Bay

We are seeking a professional and reliable part-time Receptionist to work within our busy, friendly GP Practice. This is a part-time position for 26.5 hours per week. The role includes a fixed shift every Monday from 8.00 am to 1.15 pm, with the remaining hours worked across a variety of shifts scheduled between 7.15 am and 8.00 pm. Flexibility is essential, as shift patterns will vary to meet the needs of the Practice. However, all shifts will be agreed in advance and communicated through a planned rota. This job is across both Park and Broomfield Surgery. Overtime to cover absence & annual leave is also expected.

We are looking for someone to be part of our reception team who will strive to ensure our patients receive the best possible service from the Practice. You will deal with patients both face to face and over the telephone. If you have a flexible approach to work, excellent communication and customer service skills, enjoy working under pressure and want to become part of a friendly, professional team, then this is the role for you. Interviews will be held on 21 July. Please ensure you are available on this date should you be shortlisted.

Main duties of the job

• Our receptionists are the first point of contact for anyone visiting or contacting the Practice.
• They manage day-to-day patient interactions, including handling incoming calls, booking appointments, responding to enquiries, and welcoming patients into the Surgery.
• In addition to these front-facing duties, they are trained to triage and signpost patients appropriately, ensuring they receive the right care from the right professional.
• Receptionists also support the clinical team with a range of administrative tasks, contributing to the smooth running of the Practice.

About us

We are a large, friendly, forward-thinking Practice looking after over 25,000 patients in and around Herne Bay. We are based over two sites and have a large team of staff all working together to provide a high standard of person-centred care for our patients. We are a flexible, friendly and supportive Practice. Ensuring our employees feel valued and happy in the workplace is an important value to us.

Job responsibilities

• To assist with the smooth and efficient running of reception in a pleasant and courteous manner.
• 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.
• To co-ordinate doctors and their patients during surgery sessions keeping both appropriately informed.
• To maintain accurate and timely computerised data.
• To keep the Practice premises to the quality and safety standards agreed.
• The following are the core responsibilities of the receptionist. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
• The receptionist is responsible for supervising and supporting the reception team, ensuring they achieve their primary responsibilities:
• Maintaining and monitoring the practice appointment system
• Processing personal, telephone and e-requests for appointments
• Answering incoming phone calls, transferring calls or dealing with the caller's request appropriately
• Signposting patients to the correct service
• Initiating contact with and responding to requests from patients, team members and external agencies
• Reading code data on EMIS.
• Photocopying documentation as required
• Data entry of new and temporary registrations and relevant patient information as required
• Inputting data into the patients' healthcare records as necessary
• Directing requests for information i.e. SAR, insurance/solicitors letters and DVLA forms to the administrative team
• Managing all queries as necessary in an efficient manner
• Carrying out system searches as requested
• Maintaining a clean, tidy, effective working area at all times
• Monitoring and maintaining the reception area and notice boards
• Supporting all clinical staff with general tasks as requested
• Promoting a positive attitude within the reception team

Person Specification

Skills and Abilities

• Ability to communicate effectively with people at all levels by telephone, in writing and face to face.
• Strong IT skills including Microsoft packages.
• Excellent organisation and time management skills.
• Ability to problem solve and to use initiative.
• Ability to work well as part of a team.
• Tact, diplomacy and sensitivity.
• Ability to deal with sensitive issues and maintain confidentiality.
• Ability to follow policy and procedure.
• Reliability and flexibility including outside of core hours.
• Ability to keep calm under pressure.

Experience

• Experience of reception and/or administration.
• Experience of dealing with members of the public.
• Previous employment in a GP Practice or the NHS.
• Knowledge of EMIS.

Qualifications

• Educated to GCSE level or equivalent.
• GCSE Maths and English.
• Experience of working in a GP Practice or the NHS.

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.