GP Administrative Assistant / Receptionist

Greet patients and visitors to the Practice

promptly and courteously.

Invite and encourage patients to use the NHS App.

To be responsible, together with the other reception

staff, for the accurate operation and maintenance of the clinical appointment

system at both sites.

To process incoming and outgoing telephone calls.

To share responsibility for all the administration

associated with patient services.

To advise the line manager(s) of any problems with

workload or systems in good time.

To share responsibility for opening and closing the

building including, in line with Practice protocols.

To ensure that the reception and waiting areas are

always kept tidy.

To share responsibility for keeping display materials

in good order, ensuring that only relevant, authorised material is available to

visitors and patients.

To be aware of the Practice policies on

confidentiality.

To be aware of the Practice philosophy and treat

patients and visitors with respect and tolerance. To cope with the occasional rude and/or

aggressive patient calmly, reporting such incidents to your line manager, Practice

Manager or a Partner and calling for assistance when required.

14.

To provide cover for absent colleagues and to work

flexibly according to the needs of the Practice.

LIAISES WITH Practice Patients

All members of the

Practice Team

Other professional staff working in or with the

Practice

Other staff working on site

Community Trust or

equivalent

ICB or equivalent

The Local Authority

Other agencies connected with the Practice

Suppliers of goods and services

The post requires the

post holder to be responsible, together with the other receptionists, for the

interface between the Practice and the public, particularly the patients of the

Practice, both in person and on the telephone.

To work closely with

the other Reception and Administrative team members to ensure the smooth

running of reception and efficient delivery of service to the patients.

To work together with

colleagues to ensure the timely and accurate recording of data onto patients

electronic records including registration and deregistration.

To process referral

data accurately and in a timely manner.

To keep the premises

and those in it safe by ensuring that hazards are minimised, protocols and

policies are adhered to and problems are communicated.

To present a positive

and professional impression of the Practice to colleagues, patients and other

visitors.

1.

To greet patients and visitors to the Practice

promptly and courteously, assisting with enquiries, directing them where

appropriate, ensuring that accurate information is supplied and that the

reception desk is constantly attended. Keep patients and visitors politely informed

of delays. Ensure any patient aids in the waiting area are in working order,

e.g. self-check-in; BP Pod; call board screens, Hearing Loop, etc. Report any

damage or malfunction to the appropriate helpdesk or to a line manager.

2.

Invite and encourage patients to use the NHS App.

3.

To be responsible, together with the other reception

staff, for the accurate operation and maintenance of the clinical appointment

system at both sites.

4.

To process all incoming and outgoing telephone calls,

ensuring that callers are answered courteously, promptly and clearly and that

accurate messages are always passed on to the appropriate person in a timely

and appropriate manner.

5.

To maintain accurate patient record systems, both

manual and computerised, including movement of records and filing or scanning

of all correspondence, in accordance with Practice protocols.

6.

To share responsibility for all the administration

associated with patient services, working to Practice protocols and policies,

including chasing up results, booking interpreters, filing, clinical coding and

other data entry, opening the daily post and any other reasonable duties that

may arise.

7.

To advise the line manager(s) of any problems with

workload or systems in good time.

8.

To share responsibility for opening and closing the

building including, in line with Practice protocols. Including: to ensure the phone is switched on

and off at the correct times; to lock and unlock the building; to set and

deactivate the alarm; to switch equipment on at the beginning of the day and

off at the end of the day.

9.

To ensure that the reception and waiting areas are

always kept tidy, stocked appropriately and free from hazards in accordance

with Practice policy and health and safety legislation.

10.

To share responsibility for keeping display materials

in good order, ensuring that only relevant, authorised material is available to

visitors and patients.

11.

To be aware of the Practice policies on

confidentiality, disclosure of information and recording systems, both manual

and computerised. To maintain strict

confidentiality concerning patients, staff and Practice business always. To be

aware of changing legislation regarding Information Governance and GDPR and

attending training when required to maintain up to date knowledge.

12.

To use Practice equipment and supplies in a safe and

appropriate manner, advising one of the managers of any malfunction, shortage

or other problem.

13.

To be aware of the Practice philosophy and treat

patients and visitors with respect and tolerance. To liaise sensitively with people from a

variety of backgrounds, and those with communication difficulties. To cope with the occasional rude and/or

aggressive patient calmly, reporting such incidents to your line manager, Practice

Manager or a Partner and calling for assistance when required.

14.

To provide cover for absent colleagues and to work

flexibly according to the needs of the Practice.

15.

To identify, together with your line manager, any

personal training needs and to be prepared to undertake any relevant training

courses when necessary.

16.

To adhere to all relevant Practice protocols.

17. Any other duties, appropriate to the post, as required by the management.

To work harmoniously

with all Practice colleagues, with particular emphasis on other members of the

Reception and Administrative team. Take an active role in the Practice team, contribute

to meetings and offer ideas for service improvement. Seek to improve

communication skills and team working skills.

It is the aim of the Practice to ensure that no

job applicant or employee receives less favourable treatment on the grounds of

sex, race, colour, religion, marital status, sexuality, age or disability and

is not placed at a disadvantage by conditions or requirements which cannot be

shown to be justifiable. To this end the

Practice has an Equal Opportunities Policy and it is for each employee to

contribute to its success. The post-holder should refer to the Equality and

Diversity section of the Practice Handbook.

All information concerning patients/clients

partners, staff and practice matters must be treated as strictly confidential

at all times. The post-holder must familiarise themselves with the requirements

under the Child and Adult Safeguarding Policy and the Whistle-blowing policy

and act in accordance with these guidelines.

Any member of staff who contributes to patients

health records is expected to be familiar with, and adhere to, the Practices

Standards of Records Keeping Policy.

Staff should be aware that patients records throughout the Practice

will be subject to regular audit.

All staff who have access to patients records

have a responsibility to ensure that these are maintained efficiently and that

confidentiality is protected in line with the Practices Confidentiality of

Health Records Policy.

All staff have an obligation to ensure that

health records are maintained efficiently and that confidentiality is

protected. Staff are also subject to

this obligation both on an implied basis and also on the basis that, on

accepting their job description, they agree to maintain both patient / client

and staff confidentiality.

In addition, all health professionals are

advised to compile records on the assumption that they are accessible to

patients in line with the Access to Health Records Act 1990.

To be aware of the

responsibility placed on employees under the Health and Safety Work Act (1974)

and ensure that agreed safety procedures are carried out in order to maintain a

safe environment for employees, patients and visitors. The post-holder should refer to the Practice

Health & Safety Policy.

If you have contact with computerised data

systems you are required to obtain, process and/or use information held on a

computer or other electronic device in a fair and lawful way. Further you are required to hold data only

for the specific registered purpose and not to use or disclose it in any way

incompatible with such purpose. To

disclose data only to authorised persons or organisations as instructed.

There is a no smoking policy in operation in

the Practice. In accordance with this

policy smoking is positively discouraged and is not permitted anywhere on the

premises or in the immediate vicinity outside.

DISPOSAL

All staff must ensure that waste produced

within the Practice is disposed of in such ways that control risk to health, or

safety of staff and the public alike in accordance with relevant guidance.

Are you a people-focused professional looking to make a meaningful difference in the Camden community? Join Ampthill & Regents Park Practice as a GP Administrative Assistant / Receptionist! Operating across our two vibrant sites -Ampthill Practice (Crowndale Road) and Regents Park Practice (Cumberland Market) you will be the welcoming face and voice of our team. This fast-paced, rewarding role is perfect for an excellent communicator who thrives on helping others, managing variety, and working as part of a supportive, collaborative healthcare family. If you have a passion for customer care and want a role where no two days are the same, apply today to help us deliver exceptional care to our patients.

Experience

Essential: - Experience of working with the general public

Desirable: - Experience of working in a GP practice; - Experience of working in Primary Care

Qualifications

Essential: - GCSE grade A to C in English and Maths (or equivalent)

Desirable: - Qualified to NVQ level 3

Knowledge and skills

Essential: - Excellent interpersonal and communication skills; - Excellent ICT skills

Desirable: - Knowledge of NHS systems; - A second language; - First Aid training

Additional

Essential: - Able to work the core hours - 08:00 - 18:30 Monday - Friday; - Happy to work across 2 sites