GP Receptionist / Administrator

An exciting opportunity has arisen within the team at Thomas WalkerWestgate Healthcare. We are looking for a dynamic and enthusiastic individual to join our existing team, in supporting the efficient operation of the Practice in delivering health care support to patients. This is a multi-faceted and interesting role which includes all aspects of Front of house reception duties, telephone and administration tasks related to patient care, utilising the new digital triage service and supporting the completion of patient prescriptions.

We will consider full time or part time applicants working over 4 or 5 days (minimum of 25 hours per week). Hours must include an 8am start or 6.30 finish to cover practice opening hours Monday - Friday.

Main duties of the job Carry out administrative duties related to patient care, including processing prescriptions, managing patient records, and supporting digital triage. Assist clinical and non-clinical teams by relaying messages, distributing documents, scanning and coding information, and maintaining patient confidentiality. Contribute to the cleanliness and safety of the environment, comply with infection control policies, and follow data protection guidelines. Promote equality and diversity, engage in personal development, and participate in performance reviews and training. Communicate effectively with patients, carers, and colleagues to support high-quality healthcare delivery. Work collaboratively to uphold the Practice's standards, contribute to audits and quality improvements, and manage time and resources efficiently.

About us Thomas Walker Westgate Healthcare are a 24,000+ patient Practice and therefore one of Peterborough's largest practices and member of Peterborough and East PCN. We are looking for candidates, who will enjoy working in a supportive team looking after a diverse population of patients.

We are a dynamic, forward-thinking practice based within the city of Peterborough, and an experienced and welcoming team of staff. Recognised as a training practice, we currently have 3 registrars and additionally host Cambridge Medical Students. We have an excellent approach to working in partnership with our teams and have a flexible approach to all that we do. We are keen to ensure the continued long-term delivery of excellent primary care to our local community.

• Free Parking
• Access to NHS Discounts
• Employee Recognition Rewards
• Eye test vouchers
• Staff Training Programme
• NHS Pension Scheme
• Monthly Team Meetings
• Free Tea & Coffee
• NHS Continuous Service holiday entitlement honoured

We are committed to safeguarding and protecting the people we care for, creating a setting in which everyone feels welcome and safe. All posts are subject to a fair recruitment process which includes the disclosure of criminal records and barring checks, scrutiny of employment history, robust referencing and other vetting checks.

( providing proof of continuous service is shown and that employment and employment dates meet the criteria)

Job responsibilities To support the efficient operation of the Practice in delivering healthcare support to patients. This is a multi-faceted and interesting role which includes all aspects of Front of house reception duties, administration tasks related to patient care and supporting the completion of patient prescriptions.

The post holder will be required to work 8.00 - 16.00 or 10.30 - 18.30 if full time or start at 8.00 or finish at 18.30 if part time ( 20-25 hours per week).

Booking appointments for all clinical and/or non-clinical staff.

Explaining general procedures, making other appointments and dealing with general queries.

Giving results over phone/passing urgent results to a doctor.

Taking and relaying messages by means of computer for District Nurses, Health Visitors and Midwives and other health authorities.

Ensuring reception area and waiting room are tidy.

Ensuring sufficient forms and documents are available in Reception.

Opening and closing doors at the beginning, and end of day.

The performance of any other reasonable duties requested by the Doctors, Practice Manager or Reception Team Leader.

Work safely at all times in accordance with practice policy.

Receiving and routing patients for appointments on arrival.

The post-holder will be part of a team that uses good Care Navigation skills to deliver Triage through the Practice's new Digital Triage service.

Administrative and prescription tasks include; Dealing appropriately with tasks and notifications to and from doctors, midwives, health visitors and district nurses and other health authorities.

Dealing with personal tasks assigned to you within agreed service levels.

Giving prescriptions to patients, checking status; printing off list of medications for hospital purposes.

Printing summaries for patient home visits.

Changing patients addresses on the clinical system (SystmOne) printing off labels, putting them on paper notes, photocopying relevant documents, updating system and paper notes.

Taking fees from patients, entering in day book and issuing receipts.

Scanning documents and coding accurately as required.

Confidentiality In the performance of the duties outlined in this role you must act within the confines of the data protection and confidentiality policy of the organisation at all times. You will be required to complete mandatory on-line training for this element of the role.

All such information from any source is to be regarded as strictly confidential. 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 & 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:

Using personal security systems within the workplace according to Practice guidelines.

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. You will be required to complete mandatory on-line training for this element of the role.

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

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

Undertaking periodic infection control training (minimum annually).

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:

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. You will be required to complete mandatory on-line training for this element of the role.

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

The post-holder will participate in any training programme implemented by the Practice as part of this employment, with such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development and demonstrating skills and activities to others who are undertaking similar work.

Quality The post-holder will be expecting to work to agreed quality standards and service levels within the Practice, and will:

Alert other team members to issues of quality and risk.

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

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.

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

Effectively manage own time, workload and resources.

Communication The post-holder should recognise the importance of effective communication within the team and will:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

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

Contribution to the implementation of services The post-holder will:

Apply Practice policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect own work as required, attending team meeting and participating in local surveys as required.

Participate in audits where appropriate.

Person Specification Skills

• Well organized with the ability to multi task and work as part of a team.
• Willingness to adapt to change and pick up new skills.
• Good IT Skills in Microsoft Office: Word, Excel, Outlook, Internet.
• Flexible approach to undertaking a wide variety of tasks.
• Flexible with regard to working hours eg. holiday and sickness cover.
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