Receptionist, Administrative​/Clerical

As a Receptionist at Shah Zaman Surgery, working 22.5 hours per week, you will be an integral part of our team, providing a wide range of reception duties and offering general support to our multidisciplinary team. Your main responsibilities will include greeting and directing patients, managing the appointment system, booking appointments, processing patient information, and assisting patients as required.

You will be the central point of contact for patients, ensuring the efficient distribution of information, messages, and enquiries to the clinical team. You will also liaise with other team members and external agencies, such as secondary care providers and community services, ensuring smooth communication and continuity of care.

In this role, you will manage the practices appointment system, processing requests via phone, in person, and electronically. You will answer incoming calls, direct patients to the appropriate services, and efficiently manage patient enquiries.

You will also initiate and respond to communications from patients, team members, and external agencies. Your role will involve data entry, including registering new patients, updating healthcare records, and coding data into the clinical IT system. You will manage requests for information such as SARs, insurance letters, and DVLA forms, directing them to the administrative team.

Additionally, you will maintain a tidy and organised reception area, ensuring notice boards are up to date, and support clinical staff with administrative tasks. Managing queries effectively and maintaining a high standard of service in a busy environment will also be key parts of your role.

Shah Zaman Surgery is a well-established, patient-focused general practice located in Castle Vale, serving a diverse community. Our dedicated team works collaboratively to provide high-quality care and ensure the wellbeing of our patients.

At Shah Zaman Surgery, we are committed to creating a positive and supportive working environment, where teamwork, open communication, and mutual respect are at the core of our ethos. Our staff are passionate about delivering patient-centred care and continually strive for excellence. We offer a culture of professional development, encouraging all team members to enhance their skills and grow within the practice.

Working at Shah Zaman Surgery offers a rewarding opportunity to contribute to meaningful patient care within a friendly and inclusive setting. We pride ourselves on providing integrated care and outstanding services to our patients.

The following are the core responsibilities of the Receptionist. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

• a. Maintain and monitor the practice appointment system
• b. Process personal, telephone ande-requests for appointments
• c. Answer incoming phone calls,transferring calls or dealing with the callers request appropriately
• d. Signpost patients to the correct service
• e. Initiating contact with and responding to, requests from patients, team members and external agencies
• f. Code data on the clinical IT system
• g. Scanning documentation as required
• h. Data entry of new and temporary registrations and relevant patient information as required
• i. Input data into patients healthcare records as necessary
• j. Direct requests for information,i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team
• k. Manage all queries as necessary inan efficient manner
• l. Carry out system searches as requested
• m. Maintain a clean, tidy, effective working area at all times
• n. Monitor and maintain the reception area and notice boards
• o. Support all clinical staff with general tasks as requested

In addition to the primary responsibilities, the Receptionist may be requested to:

• a. Partake in audit as directed by theaudit lead
• c. Action incoming emails and correspondence as necessary
• d. Scan patient related documentation and attach scanned documents to patients healthcare records
• e. Complete opening and closing procedures in accordance with the duty rota
• f. To support in the management ofrepeat prescriptions, ensuring they are processed accurately and efficiently
• g. Order and monitor stationery supplies
• h. Produce, maintain and participate inthe receptionist rota for lunch and out of hours cover
• i. Deputise and support during periods of absence
• j. Support reception staff development,providing guidance and direction, ensuring staff are up to date with mandatory training
• k. Identify and provide team training where required
• l. Support in producing and maintaining the duty rota
• m. Support the Practice Manager with all Patient Participation Group related matters
• n. Support the health promotion leadand display promotional material on the allocated noticed boards and in the waiting room

• - Experience of working with the general public
• - Experience of administrative duties
• - Experience of working in a…