Job Description

Do you want to be part of a resilient, innovative and forward-thinking Practice?We are looking for a Receptionist / Administration Assistant to join our friendly surgery.Main duties of the jobTo be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team. Duties can include, but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, the processing of information and assisting patients as required, supporting the administration and receptionist teams with patient registration, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.To act as the central point of contact for patients, be responsible for the distribution of information, messages and enquiries for the clinical team, liaise with multi-disciplinary team members and external agencies such as secondary care and community service providers.About usBankfield Surgery is a kind, caring Practice located in Elland, close to the M62. We have a dedicated team of staff, providing a range of services including Enhanced evening appointments.This exciting opportunity has arisen at our annex surgery, so if you are looking for a new challenge then we would love to hear from you. Full training will be given to the right candidate.Date posted21 April 2025Pay schemeOtherSalaryxc2xa312.21 an hourContractPermanentWorking patternPart-time, Job share, Flexible workingReference numberA4894-25-0000Job locationsBankfield SurgeryHuddersfield RoadEllandWest YorkshireHX5 0EEJob descriptionJob responsibilitiesThe following are the core responsibilities of the Receptionist / Administration Assistant. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:a.Process incoming and outgoing mailb.File and store records as requiredc.Process changes to patient registration, deduction of record and new patient registrationd.Input data into the patients healthcare records as necessarye.Answer incoming phone calls, transferring calls or dealing with the callers requests appropriatelyf.Welcome patients and visitors to the organisation, directing requests appropriatelyg.Complete opening and closing procedures in accordance with the duty rotah.Maintain and monitor the practice appointment systemi.Process personal, telephone and e-requests for appointmentsj.Signpost patients to the correct servicek.Initiating contact with and responding to, requests from patients, team members and external agenciesl.Code data on the clinical IT systemm.Scan patient related documentation and attach scanned documents to patients healthcare recordsn.Data entry of new and temporary registrations and relevant patient information as requiredo.Input data into patients healthcare records as necessaryp.Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative teamq.Manage all queries as necessary in an efficient mannerr.Carry out system searches as requesteds.Maintain a clean, tidy, effective working area at all timest.Monitor and maintain the reception area and notice boardsu.Support all clinical staff with general tasks as requestedIn addition to the primary responsibilities, the Receptionist / Administration Assistant may be requested to:a.Partake in audit as directed by the audit leadb.Support administrative staff, providing cover during staff absencesc.Action incoming emails and correspondence as necessaryd.To support in the management of repeat prescriptions, ensuring they are processed accurately and efficientlye.Order and monitor stationery suppliesf.Produce, maintain and participate in the receptionist rota for lunch and out of hours coverg.Deputise and support during periods of absenceh.Support in producing and maintaining the duty rotai.Support the Practice Manager with all Patient Participation Group related mattersj.Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room Job descriptionJob responsibilitiesThe following are the core responsibilities of the Receptionist / Administration Assistant. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:a.Process incoming and outgoing mailb.File and store records as requiredc.Process changes to patient registration, deduction of record and new patient registrationd.Input data into the patients healthcare records as necessarye.Answer incoming phone calls, transferring calls or dealing with the callers requests appropriatelyf.Welcome patients and visitors to the organisation, directing requests appropriatelyg.Complete opening and closing procedures in accordance with the duty rotah.Maintain and monitor the practice appointment systemi.Process personal, telephone and e-requests for appointmentsj.Signpost patients to the correct servicek.Initiating contact with and responding to, requests from patients, team members and external agenciesl.Code data on the clinical IT systemm.Scan patient related documentation and attach scanned documents to patients healthcare recordsn.Data entry of new and temporary registrations and relevant patient information as requiredo.Input data into patients healthcare records as necessaryp.Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative teamq.Manage all queries as necessary in an efficient mannerr.Carry out system searches as requesteds.Maintain a clean, tidy, effective working area at all timest.Monitor and maintain the reception area and notice boardsu.Support all clinical staff with general tasks as requestedIn addition to the primary responsibilities, the Receptionist / Administration Assistant may be requested to:a.Partake in audit as directed by the audit leadb.Support administrative staff, providing cover during staff absencesc.Action incoming emails and correspondence as necessaryd.To support in the management of repeat prescriptions, ensuring they are processed accurately and efficientlye.Order and monitor stationery suppliesf.Produce, maintain and participate in the receptionist rota for lunch and out of hours coverg.Deputise and support during periods of absenceh.Support in producing and maintaining the duty rotai.Support the Practice Manager with all Patient Participation Group related mattersj.Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting roomPerson SpecificationOther requirementsEssential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

QualificationsEssential

• Educated to GCSE level or equivalent

Desirable

• GCSE grade A to C in English and Maths
• AMSPAR Receptionist Qualification
• Qualified to NVQ level 2 in Health and Social Care

ExperienceEssential

• Experience of working with the general public

Desirable

• Experience of administrative duties
• Experience of working in a healthcare setting
• Experience of dealing with vulnerable patients

SkillsEssential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of MS Office applications
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Clinical IT system user skills

Personable qualitiesEssential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Person SpecificationOther requirementsEssential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

QualificationsEssential

• Educated to GCSE level or equivalent

Desirable

• GCSE grade A to C in English and Maths
• AMSPAR Receptionist Qualification
• Qualified to NVQ level 2 in Health and Social Care

ExperienceEssential

• Experience of working with the general public

Desirable

• Experience of administrative duties
• Experience of working in a healthcare setting
• Experience of dealing with vulnerable patients

SkillsEssential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of MS Office applications
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Clinical IT system user skills

Personable qualitiesEssential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

NHS