Job Description

An excellent opportunity has arisen within the Reception/Admin Team to be involved in the smooth running of Park Green Surgery, Macclesfield.

We are looking for a hardworking, motivated and enthusiastic individual to join our Reception and Admin Team, who provide a friendly and efficient service to our patients. You will be working as part of team to effectively support the clinical staff daily.

A fundamental part of the role is to provide excellent patient care and communication, and it is essential to remain calm and empathetic, with a professional manner.

We offer development within the practice in any area of interest, so as well as being able to support each other, we also offer all staff the opportunity to experience all parts of the admin role.

Main duties of the job

We have 2 Full-Time roles available, one predominantly working within our Reception team, the other working across our Admin and Reception teams jointly. We are very flexible and those looking for a more Part-Time role, should still apply.

Ideally, we are looking for full working days throughout the working week, however we are all about the right person and are willing to discuss options. Shifts start at 8:00am and/or finish at 6:30pm, across the working week.

As the first person in the surgery with whom people usually make contact, either in person or by telephone, the Receptionist plays a key role in establishing and maintaining good relationships with the public in a positive and friendly manner.

Although based mainly in Reception to cover our 'core' role, all roles cross-cover the various elements in practice and would expect the ideal candidate to be excited by a role that may include some clerical, prescribing admin, as well as some project work and development.

Overview of our organisation

We are an exceptionally supportive and welcoming 6 GP-Partner practice, based in Waters Green Medical Centre, Macclesfield, Cheshire. As a training practice we work alongside 5 other practices serving the local area from one shared purpose-built facility. Our clinical team include a total of 10 GP's, 3 GP Trainees, 3 Practice Nurses, 1 First Contact Practitioner, 1 Physicians Associate, 1 Health Care Assistant, in addition to a team of Social Prescribers and Care Coordinators.

Our Admin team includes Pharmacy & Prescriptions, Secretaries, Reception, Clinical Coding and other Administration roles.

Job description

The purpose of the role is to:

Offer 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

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

Undertake a variety of administrative duties to assist in the smooth running of the practice.

To be a member of our front facing reception team

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

(Administrator role) To provide administrative support for the practice team, focusing on Long-term conditions & patient recall

Duties and responsibilities:

Duties may be varied from time to time under the direction of the Practice and Operations Managers, dependent on current and evolving practice workload. The following is not an exhaustive list and may, from time to time, vary with the requirements of the practice.

Receptionist role:

Y Opening up/locking up of practice premises and maintaining security in accordance with practice protocols

Y Maintaining and monitoring the practice appointments system

Y Processing requests for Face-to-face and telephone appointments and home-visits, ensuring callers are directed to the appropriate healthcare professional, in line with current practice systems

Y Processing and distributing incoming (and outgoing) mail

Y Taking messages and passing on information using practice systems

Y Filing and retrieving paperwork

Y Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Y Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

Y Monitoring of stationery and other supplies

Y Dealing with patient queries

Y Dealing with the daily pharmacy enquiries / prescriptions

Y Cover for holiday/sickness including late cover for reception

Y Loading and emptying the dishwasher and keeping the kitchen area clean and tidy

Y Cover for other administrative duties as required

Y Keeping the reception area, noticeboards and leaflet dispensers tidy and free from obstructions and clutter

Administrator role specific:

Y Produce minor operation lists and notify patients

Y Contact patients for the follow-up of some results

Y Assist in maintaining computer-based records relating to:

o Cervical cytology (smears)

o Immunisations and vaccinations

o Health promotion coding and signposting

o Chronic disease management

o Lithium therapy

o Specialised clinics, such as Diabetic care, COPD, Asthma, Hypertension

o Prescribed drug monitoring

Y Operate recall systems

Y Liaise review appointments with patients

Y Maintain a familiarity with target-based requirements for patient health recoding and initiate action to date.

Y Raise monitoring pathology requests (ICE)

Y Attend and contribute to Recall multidisciplinary team meetings

Y Order medical and pathology supplies, as directed

Person specification

Qualifications

Essential criteria:

GCSE in English and Maths
Experience

Essential criteria:

Experience of working with the public/patients Good communication and interpersonal skills Works to agreed standards and within agreed protocols/guidelines Flexible approach to work Willingness to work as part of a team IT Skills - basic computer skills
Desirable criteria:

Previous experience of working in a Primary Care setting Experience of working with EMIS system, or similar
Job Types: Permanent, Part-time, Full-time

Full-time hours: 37.5 per week

Benefits:

Company pension
Schedule:

Monday to Friday
Work Location: In person

CONFIDENTIALITY

Y While 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

Y 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

Y 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 AND 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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

Y Using personal security systems within the workplace according to practice guidelines

Y Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Y Making effective use of training to update knowledge and skills

Y Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Y Actively reporting health and safety hazards and infection hazards immediately when recognised

Y Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role

Y Undertaking periodic infection control training (minimum annually)

Y Reporting potential risks identified

Y Demonstrate due regard for safeguarding and promoting the welfare of children.

EQUALITY AND DIVERSITY

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Y Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Y Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Y Behaving in a manner that 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:

Y Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Y 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:

Y Alert other team members to issues of quality and risk

Y Assess own performance and take accountability for own actions, either directly or under supervision

Y 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

Y Work effectively with individuals in other agencies to meet patients needs

Y 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:

Y Communicate effectively with other team members

Y Communicate effectively with patients and carers

Y Recognise people's needs for alternative methods of communication and respond accordingly

CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES

The post-holder will:

Y Apply practice policies, standards and guidance

Y Discuss with other members of the team how the policies, standards and guidelines will affect own work

Y Participate in audit where appropriate

This job description is not exhaustive and may, from time to time, vary with the requirements of the practice. You will be notified of any such changes.

It may be necessary in the future to make changes to the content of your work for reasons of operational efficiency and/or as we develop shared working across practices. Any such change would have reference to your current competence and development needs, and we would give reasonable notice of any such change.

Application deadline: 01/12/2025

Job Types: Full-time, Part-time, Permanent

Pay: From 12.21 per hour

Benefits:

Company pension
Work Location: In person

Application deadline: 01/12/2025