Job Description

ADMIN/RECEPTION/PRESCRIPION [ARP ROLE]

Working Hours required:

Monday 10:00am - 6:00pm

Tuesday 9:00am - 5:00pm

Wednesday 10:00am - 6:00pm

Thursday 8:00am - 4:00pm

Friday 10:00am - 6:00pm

Some Saturday's required on a rotation basis 9:00 - 5:00 and overtime by agreement.

JOB DESCRIPTION JOB TITLE: Admin/Reception/Prescription [ARP Role]

REPORTS TO: Team Leads/Assistant Managers/Practice Manager

HOURS: 37.5 Hours

Job Summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general administrative assistance to the Practice team and ensure all annual health checks are completed in a timely manner.

To assist with general IT queries and data management for annual Qof targets.

Keep accurate and up to date information on patients' medical records

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.

Job Responsibilities:

The role will include elements of the following:

Process appointment requests from patients by telephone and in person, directing patients to the most appropriate clinician and appointment type

Provide patients and companies with results and other information Deal with home visit and care home ward round requests Have working knowledge of telephone system, during and after hours Have working knowledge of IT system To know and follow all relevant Practice procedures and protocols Photocopy and prepare post as requested Empty GP baskets and action as necessary Action tasks and letters Pulling/filing/copying medical records Chase up correspondence from patients/third parties for GPs when required. Follow-up patient DNAs Process health forms such as HPA/DNR/Respect forms for GPs Ensure a smooth process for recording patient deaths in line with Practice policy Process patient results including cytology, diabetic eye screening and dexa scans Check all computerised information is appropriately coded from hospital letters in line with Practice policies Summarise paper notes onto the electronic system when new patients register with the Practice Register new patients onto the Practice system Deduct patients from the Practice system and update the GP links accordingly Set up online access to medical records for patients in line with Practice policy Keep accurate and up to date information in patients' medical records and liaise with PCSE for any information missing from patients' records/return information to PCSE appropriately when patients leave the practice/ are deceased Send recall letters and text messages to patients for recall invites such as LTCs, flu, Pneumococcal, shingles, Pertussis etc Assist with data management for annual Qof targets Manage the Practices generic email account responding to emails where appropriate/forwarding on the appropriate staff members Alert any other team members to issues of quality and risk Create clinical reports for various areas of General Practice including recalls, qof and clinical trials. Assist with the smooth running of the clinical trials from an administrative perspective to ensure the correct patient groups are identified Arrange appointments for new mothers and children in line with CHS policy and record on open Exeter in line with the quarterly claims dates Process new and completed insurance requests within the parameters of Practice Policy including generating subject access requests/copying paper notes where appropriate Assist with general IT queries when required including the installation of new software/updates Ensure the general admin workspace including the records room is kept tidy with notes appropriately filed away Ensure an adequate supply of stationary is kept at both sites and update/place stationary orders when appropriate. Process prescriptions where there are no repeats left in accordance with Practice Protocols and GP/nurse directions Assist in answering the prescription line and deal with patient queries Check hospital letters and discharge letters for any medication additions or changes Assist receptionists with any patient queries about their medication Liaise with the Duty Doctor when alerted to an unusual request for medication, for example, when a patient is requesting a repeat too early and the reason is unusual Assist district nurses in the preparation of prescriptions as required Order prescription paper as necessary Work with other prescription clerks and managers to update prescription protocols Order medication for emergency Practice bag as and when requested by GP/Practice Nurse. Prepare Minor Op prescriptions
Other Tasks

Help ensure building security Any other appropriate tasks allocated by managers

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 , 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

Infection Control:

The post-holder will assist in promoting and maintaining infection control, to include:

Read and adhere to all infection control policies relevant to the post Undergo biennial training Report to the Infection Control and Prevention Lead any breaches of, or concerns, about infection control policies

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 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 own time, workload and resources

Communication:

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

Communicate effectively with other team members

Communicate effectively with patients and carers Recognize 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
Work remotely

No
Job Types: Full-time, Permanent

Pay: From 12.21 per hour

Benefits:

Bereavement leave Company pension Cycle to work scheme Employee discount Enhanced maternity leave Free flu jabs Free parking Health & wellbeing programme On-site parking Sick pay
Schedule:

Monday to Friday Overtime Weekend availability
Ability to commute/relocate:

Mansfield NG19 0FW: reliably commute or plan to relocate before starting work (preferred)
Experience:

Administrative: 2 years (required)
Language:

English (required)
Licence/Certification:

Drivers licence (preferred)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 28/06/2025