Job Summary
Rosemead Surgery is a friendly supportive practice. We are looking for a Receptionist / Administrator who is passionate about helping people and can remain calm under pressure. Good communication skills and prior experience in general practice are advantages.
Key Responsibilities
- Assist in the smooth running of the practice, especially the reception area.
- Act as the first point of contact for patients and visitors.
- Ensure visitors and callers are greeted professionally and calls are managed appropriately.
- Manage the flow of patients arriving at the reception desk for appointments, prescriptions, or queries.
- Ensure clinical staff receive requested medical records.
- Generate repeat prescriptions accurately within 48 hours.
Key Tasks
- Reception duties
- Greeting and booking patients for surgeries and clinics.
- Efficiently and courteously dealing with patient enquiries.
- Receiving and recording telephone messages and taking appropriate action.
- Making appointments on the EMIS Clinical System for new and repeat appointments.
- Processing eConsults daily and assigning appropriately.
- Signposting patients to relevant services (e.g., St Marks Hospital, local pharmacy, Social Prescriber, First Contract Physio).
- Ensuring all tasks are actioned and completed.
- Processing prescription repeats and filing for collection within 48 hours.
- Advising patients on relevant charges for private services.
- Receiving specimens from patients and recording details in line with Health & Safety policy.
- Maintaining a tidy waiting room and managing magazines and leaflets.
- Administration duties
- Maintain thorough knowledge of all practice policies and procedures.
- Work in accordance with written protocols.
- Provide administrative support for clinical staff.
- File patient records and correspondence when necessary.
- Open and distribute practice post.
- Register new patients following the Registration Protocol.
- Scan documents onto the medical system; cleared daily.
- Send letters to patients as necessary.
- Change details on EMIS (address, telephone, etc.).
- Other information
- Cover for other reception team members during sickness and annual leave.
- Ensure building security and security of premises at the end of day; activate alarm, turn off lights.
- Carry out any other duties agreed upon to ensure smooth practice running.
Confidentiality
The post-holder will handle confidential patient information and practice data with strict confidentiality in accordance with practice policies and data protection legislation.
Health & Safety
Assist in promoting health, safety and security, following the Health & Safety Policy, Staff Handbook and Infection Control Policy. Key points: Use personal security systems, identify and manage risks, keep work areas hazard free, report potential risks, update knowledge through training.
Equality & Diversity
Support equality, diversity and rights of patients, carers and colleagues. Act in a non‑judgemental, respectful, and welcoming manner, respecting privacy, dignity and beliefs.
Personal / Professional Development
Participate in training programmes and annual performance reviews. Maintain personal development records and demonstrate skills to peers.
Quality
Maintain quality within the practice: alert teammates to quality issues, assess own performance, contribute to team effectiveness, manage time and resources, participate in audits where appropriate.
Communication
Communicate effectively with team members, patients, and carers; recognise needs for alternative communication methods.
NHS Pension Scheme
The post holder will automatically be enrolled in the NHS Pension Scheme (subject to eligibility checks).
Person Specification
- Experience (Desirable)
- Experience working in a GP practice.
- Experience in a busy office environment.
- Qualifications (Essential)
- GCSE grade A‑C in English and Maths.
- Flexible approach to shift working patterns.
Disclosure and Barring Service Check
This role requires a DBS check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.
Benefits
Permanent contract, full‑time (job share). Salary depending on experience.
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