Receptionist inDartford inDartford PUBLISHED TUE 14 JAN 2025

We are looking for a part time receptionist to work 4 days per week within a very busy and friendly General Practice team.

Main responsibilities will be to cover the front desk and phones. Experience with EMIS is an advantage but training will be given. Although the role will primarily be covering the front desk and answering the phones you will also be required to deal with general administration and reception duties which may include, dealing with queries, electronic consultation requests, scanning and tasks from clinicians along with bookings and cancelling appointments.

The ideal candidate will have excellent communication skills, be hardworking, friendly, reliable and able to work on their own as well as part of a team.

Provide general admin assistance to the practice team and project a positive and friendly image to patients and other visitors both face to face and via the telephone.

Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice

Deal with all general enquiries, explain procedures, make new & follow-up appointment

Give results of investigations / tests, i.e. blood, urine etc. to patient

Enter patient information on to the computer as required

Open and close the premises as necessary

Effectively manage own time, workload & resources

An understanding, acceptance and adherence to the need for strict confidentiality

Any other general tasks as deemed appropriate to the post as requested by the Supervisor, Assistant Practice Manager or the Practice Manager

About us

RECEPTIONIST

JOB TITLE: RECEPTIONIST

REPORTS TO: Reception Team Lead

HOURS: We are able to offer 18-25 hours per week covering a mixture of shifts on the following days: Monday, Tuesday, Wednesday & Friday. Start times will be 8am - 2pm & 12.30 - 6.30pm

This will include a late night (2pm - 8pm) as well as the occasional Saturday on a rota basis.

Job Summary:

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 including the provision of clerical support to clinical staff and other members of the Practice team

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

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Supervisor/ Assistant Practice Manager/Practice Manager, dependent on current and evolving Practice workload and staffing levels:

• Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
• Maintaining and monitoring the Practice appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information clearly and correctly
• Filing and retrieving paperwork
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Providing clerical assistance to Practice and Trust staff as required including word/data processing, filing, photocopying and scanning
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
• Carrying out any other duties as requested.

Confidentiality:

• In the course of 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
• 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
• 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, to 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
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified

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 peoples rights, interpreting them in a way that is consistent 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 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:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Be responsible for own training ensuring mandatory training is up to date and undertaken when required.

Quality:

The post-holder will strive to maintain quality 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 teams 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 strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples 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