Secretary/Receptionist

The Greens Health Centre are looking for a friendly, enthusiastic and highly motivated individual to join our practice team as a secretary with some reception duties.

Previous secretarial experience is required but does not have to be GP practice specific. Knowledge of EMIS web is preferred but not necessary.

If you require further information please contact the Practice Manager on or email on

Main duties of the job

Job Summary:

The purpose ofthe role is to:

Offergeneral assistance to the practice team and project a positive and friendlyimage to patients and other visitors, either in person or via the telephone

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

Undertakea variety of administrative duties to assist in the smooth running of thepractice including the provision of secretarial and clerical support toclinical staff and other members of the practice team

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

About us

The Doctors

Dr Graham Livingstone MBCHB, MRCGP,DRCOG

The Greens Health Centre is a partnership (not limited) of three doctors with a complement of, receptionists,nurse, health visitors, practice based pharmacists and other health professionals practicing from the centre. The centre was built in April 2000 on the Wrens Nest estate and has full disabled access.

Job responsibilities

RECEPTIONIST JOB DESCRIPTION

JOB TITLE: RECEPTIONIST/SECRETARY

REPORTS TO: PRACTICE MANAGER

HOURS: PartTime

Job Summary:

The purpose ofthe role is to:

Offergeneral assistance to the practice team and project a positive and friendlyimage to patients and other visitors, either in person or via the telephone

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

Undertakea variety of administrative duties to assist in the smooth running of thepractice including the provision of secretarial and clerical support toclinical staff and other members of the practice team

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

Duties and Responsibilities:

The duties andresponsibilities to be undertaken by members of the practice administrationteam may include any or all of the items in the following list. Duties may be varied from time to time underthe direction of the Practice Manager, dependent on current and evolvingpractice workload and staffing levels:

• Openingup/locking-up of practice premises and maintaining security in accordancewith practice protocols
• Monitoringthe practice appointments system
• Processingpersonal and telephone requests for appointments, visits and telephoneconsultations and ensuring callers are directed to the appropriatehealthcare professional
• Takingmessages and passing on information
• Filingand retrieving paperwork
• Processingletters for clinics when required
• Explainand initiate choose & book appointments for patients
• Explainpractice arrangements and formal requirements to new patients and thoseseeking temporary cover and ensure procedures are completed.
• Enterrequests for home visits into the visit book, ensuring careful recordingof all relevant details and where necessary refer to Duty Doctor.

Ensurecorrespondence, reports, results etc are filed promptly and in the correctrecords, ensuring that all recent correspondence is available when patients areseen.

• Ensure records are kept in good repair
• Undertakeany other additional duties appropriate to the post as requested by thePartners or the Practice Manager.
• Scanningall correspondence into medical records
• Processingrepeat prescriptions in accordance with practice guidelines
• Computerdata entry/data allocation and collation; processing and recordinginformation in accordance with practice procedures
• Initiatingcontact with and responding to requests from patients, other team memberand associated healthcare agencies and providers
• Dealingwith sharps
• Provisionof refreshments for staff and visitors as required; loading and emptyingthe dishwasher and keeping the kitchen area clean and tidy
• Keepingthe reception area tidy and free from obstructions and clutter

Confidentiality:

• Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidenceand have the right to expect that staff will respect their privacy and actappropriately
• Inthe performance of the duties outlined in this Job Description, thepost-holder may have access to confidential information relating to patientsand their carers, practice staff and other healthcare workers. They may also have access to informationrelating to the practice as a business organisation. All suchinformation from any source is to be regarded as strictly confidential
• Information relatingto patients, carers, colleagues, other healthcare workers or the businessof the practice may only be divulged to authorised persons in accordancewith the practice policies and procedures relating to confidentiality andthe protection of personal and sensitive data.

Health& Safety:

The post-holder will assist in promoting and maintaining theirown and others health, safety and security as defined in the practice Health& Safety Policy, to include:

• Usingpersonal security systems within the workplace according to practiceguidelines
• Identifyingthe risks involved in work activities and undertaking such activities in away that manages those risks
• Makingeffective use of training to update knowledge and skills
• Usingappropriate infection control procedures, maintaining work areas in a tidyand safe way and free from hazards

Equalityand Diversity:

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

• Acting in a way that recognizesthe importance of peoples rights, interpreting them in a way that isconsistent 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 iswelcoming to and of the individual, is non-judgmental and respects theircircumstances, feelings priorities and rights.

Personal/ProfessionalDevelopment:

Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include:

• Participation in an annualindividual performance review, including taking responsibility formaintaining a record of own personal and/or professional development
• Taking responsibility for owndevelopment, learning and performance and demonstrating skills andactivities to others who are undertaking similar work.

Quality:

Thepost-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issuesof quality and risk
• Assess own performance and takeaccountability for own actions, either directly or under supervision
• Contribute to the effectiveness ofthe team by reflecting on own and team activities and making suggestionson ways to improve and enhance the teams performance
• Work effectively with individualsin other agencies to meet patients needs
• Effectively manage own time,workload and resources.

Communication:

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

• Communicate effectively with otherteam members
• Communicate effectively withpatients and carers
• Recognize peoples needs foralternative methods of communication and respond accordingly.

Contributionto the Implementation of Services:

Thepost-holder will:

• Apply practice policies, standardsand guidance
• Discuss with other members of theteam how the policies, standards and guidelines will affect own work

Participate inaudit where appropriate.

Person Specification Experience

• Experience of working within a secretarial role, non-GP practice roles will be considered.
• Experience of EMIS web preferred but not essential.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.