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 job
To 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 us
Bankfield 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 posted
21 April 2025
Pay scheme
Other
Salary
xc2xa312.21 an hour
Contract
Permanent
Working pattern
Part-time, Job share, Flexible working
Reference number
A4894-25-0000
Job locations
Bankfield Surgery
Huddersfield Road
Elland
West Yorkshire
HX5 0EE
Job description
Job responsibilities
The 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 mail
b.File and store records as required
c.Process changes to patient registration, deduction of record and new patient registration
d.Input data into the patients healthcare records as necessary
e.Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately
f.Welcome patients and visitors to the organisation, directing requests appropriately
g.Complete opening and closing procedures in accordance with the duty rota
h.Maintain and monitor the practice appointment system
i.Process personal, telephone and e-requests for appointments
j.Signpost patients to the correct service
k.Initiating contact with and responding to, requests from patients, team members and external agencies
l.Code data on the clinical IT system
m.Scan patient related documentation and attach scanned documents to patients healthcare records
n.Data entry of new and temporary registrations and relevant patient information as required
o.Input data into patients healthcare records as necessary
p.Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team
q.Manage all queries as necessary in an efficient manner
r.Carry out system searches as requested
s.Maintain a clean, tidy, effective working area at all times
t.Monitor and maintain the reception area and notice boards
u.Support all clinical staff with general tasks as requested
In addition to the primary responsibilities, the Receptionist / Administration Assistant may be requested to:
a.Partake in audit as directed by the audit lead
b.Support administrative staff, providing cover during staff absences
c.Action incoming emails and correspondence as necessary
d.To support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
e.Order and monitor stationery supplies
f.Produce, maintain and participate in the receptionist rota for lunch and out of hours cover
g.Deputise and support during periods of absence
h.Support in producing and maintaining the duty rota
i.Support the Practice Manager with all Patient Participation Group related matters
j.Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room Job description
Job responsibilities
The 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 mail
b.File and store records as required
c.Process changes to patient registration, deduction of record and new patient registration
d.Input data into the patients healthcare records as necessary
e.Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately
f.Welcome patients and visitors to the organisation, directing requests appropriately
g.Complete opening and closing procedures in accordance with the duty rota
h.Maintain and monitor the practice appointment system
i.Process personal, telephone and e-requests for appointments
j.Signpost patients to the correct service
k.Initiating contact with and responding to, requests from patients, team members and external agencies
l.Code data on the clinical IT system
m.Scan patient related documentation and attach scanned documents to patients healthcare records
n.Data entry of new and temporary registrations and relevant patient information as required
o.Input data into patients healthcare records as necessary
p.Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team
q.Manage all queries as necessary in an efficient manner
r.Carry out system searches as requested
s.Maintain a clean, tidy, effective working area at all times
t.Monitor and maintain the reception area and notice boards
u.Support all clinical staff with general tasks as requested
In addition to the primary responsibilities, the Receptionist / Administration Assistant may be requested to:
a.Partake in audit as directed by the audit lead
b.Support administrative staff, providing cover during staff absences
c.Action incoming emails and correspondence as necessary
d.To support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
e.Order and monitor stationery supplies
f.Produce, maintain and participate in the receptionist rota for lunch and out of hours cover
g.Deputise and support during periods of absence
h.Support in producing and maintaining the duty rota
i.Support the Practice Manager with all Patient Participation Group related matters
j.Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room
Person Specification
Other requirements
Essential

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

Qualifications
Essential

• 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

Experience
Essential

• 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

Skills
Essential

• 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 qualities
Essential

• 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 Specification
Other requirements
Essential

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

Qualifications
Essential

• 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

Experience
Essential

• 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

Skills
Essential

• 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 qualities
Essential

• 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