JOB DESCRIPTION

JOB TITLE:Receptionists (x6 posts)

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REPORTS TO:Practice Manager

ACCOUNTABLE TO:The GP Partners and Practice Manager

FLEXIBILITY:Kensington Street Health Centre:

Evening clinics on Wednesday: 08:00 to 20:00

Mughal Medical Centre:

Evening clinics on Thursday: 08:00 to 20:45

Our branch surgeriesare: Lower Grange Medical Centre, Mughal Medical Centre and Woodroyd Medical Practice

You need to be flexible as you may be asked to work at the other sites

SALARY:Salary will be negotiable (depending on experience)

HOURS:5 posts at 25 hours per week (x2 Kensington/Lower Grange, x2 Woodroyd, x1 Mughal)

1 post at 27.5 hours per week (Mughal Medical Centre)

Job Summary:

You will be part of adynamic and forward thinking team providing support in a Primary Health Care setting. To be providing support to all patients and demonstrating a professional disposition at all times.

Receiving calls and assisting with direct face to face patient enquiries are predominant parts of this role. To be focussed on ensuring that, the appropriate service is maintained within the healthcare environment. A professional and courteous approach at all times needs to be effective.

To ensure reception; administration duties and responsibilities within the Practices are carried out accurately and in a timely fashion adhering to the guidelines and policies.

The Practice Manager will be responsible for your training and day to day support.

Job Responsibilities:

  • To provide general service to patients using SystmOne; booking of appointments; the opening and distribution of internal and external post; requests for prescriptions; dealing with queries and handling queries
  • Following the correct procedures and protocols that we have in place for certain situations
  • To arrange ambulances as required
  • To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure
  • Handling specimens and ensuring the appropriate forms have been completed accurately
  • Scanning of patient clinic letters
  • To deal with telephone calls in order to facilitate timely and appropriate communications with others and taking messages accurately and within a timely manner
  • Displaying a confidential manner at all times is an expectation of this role
  • Effective delivery of customer service is necessary at all times when communicating with patients; visitors and all staff
  • Opening and closure of building
  • Other duties may be required if requested by management staff

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.
  • Making effective use of training to update knowledge and skills.
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
  • Reporting potential risks identified.
  • We promote a non smoking environment and we do not permit smoking on our premises.

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 recognizes 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.

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 appraisals 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.
  • Willingness to undertake any training in line with this post.
  • Ability to cross cover in other areas of work to support the team.
  • Team work: it is essential that having a pro-active disposition is maintained in this position.
  • Time management skills: the ability to prioritise the workload is essential.

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 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.
  • Participate in audit where appropriate.

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Person Specification – Job Title: Receptionist

Criteria / Essential / Desirable
Education and Training /
  • Good standard of general education
/ 
  • Evidence of ongoing commitment to training
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  • ECDL or equivalent qualifications
/ 
  • NVQ in Customer Service
/ 
  • GCSE (or equivalent) Mathematics & English Grade C or above
/ 
Knowledge and Experience /
  • An understanding of a General Practice Environment
/ 
  • Experience of customer service
/ 
  • Ability to work on own initiative and as a team member
/ 
  • Working knowledge of Microsoft i.e. Word/Excel/Outlook
/ 
  • Knowledge and experience of working in a multi-cultural environment
/ 
  • Previous experience in a Health Centre
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  • Experience of working within a General Practice Reception environment with SystmOne Clinical System
/ 
  • Practical experience of computerised recording systems
/ 
Skills /
  • Excellent communication skills (Written and Oral)
/ 
  • IT skills
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  • Time Management and the ability to work to deadlines
/ 
  • Negotiation and conflict management
/ 
  • Problem solving skills
/ 
  • Interpersonal skills
/ 
  • Familiar with medical terminology
/ 
  • Interpreting skills
/ 
  • Car user with clean licence
/ 
Circumstances/Personal /
  • Reliable and flexible
/ 
  • Positive attitude
/ 
  • Ability to cover staff sickness and holidays
/ 
Behaviours /
  • Calm disposition
/ 
  • Team Player
/ 
  • Helpful and friendly attitude
/ 
  • Ability to recognise & adhere to the need for strict confidentiality
/ 
  • Willing to participate in Practice training and an ongoing development programme
/ 
  • Able to perform duties and responsibilities in the work location with reasonable adjustment where appropriate under provision of the Disability Discrimination Act
/ 
Equal Opportunities /
  • Acceptance of and committed to the principals of equal rights and opportunities
/ 