Reception and Administration Assistant

Previous applicants need not apply. AI generated applications will not be accepted.

We are pleased to advertise an exciting opportunity to join our well-established and growing practice. Due to the retirement of a long-standing team member and the continued expansion of our services, we are looking to welcome a motivated and reliable Reception and Administration Assistant to our team.

Undertake a variety of reception and 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 of the primary health care team, secondary care and other associated healthcare agencies.

We are looking to employ a full time (37.5hrs) Reception and Administrative Assistant, between the hours of 7am Monday to 6pm Friday. (These can be altered during times of annual leave/sickness) due to the retirement of a long-standing team member and the continued expansion of our services.

The Burns Practice is a traditional practice. We always put our patients' interests first and take great pride in the level of care that we offer our patients. Our team of Clinicians, Admin and Management are of the highest standard. We aim to work with patients and to deal with problems by taking their wishes and values into consideration. We are committed to the development of all members of The Burns Practice team, supporting individuals to achieve their full potential.

We expect flexibility and commitment of all members of the practice team. Excellent working conditions.

AI applications will not be accepted.

The duties and responsibilities to be undertaken by members of the Practice reception and 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 Management and supervisors 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
• Complete opening and closing procedures in accordance with the duty rota
• Maintaining and monitoring the Practice appointments system
• Answer incoming phone calls, transferring calls or dealing with the callers requests for appointments, visits and telephone consultations appropriately ensuring callers are directed to the appropriate healthcare professional
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
• Input data into the patients healthcare records as necessary and in accordance with Practice procedures
• Taking messages and passing on information
• Processing and distributing incoming and outgoing mail
• Dealing with emails and tasks
• File, store and retrieve records as required
• Scanning documentation as required
• Process prescriptions in accordance with the Practice guidelines
• Process changes to patient registration, deduction of record and new patient registration
• Recoding
• Summarising
• GP links
• GP2GP transfers
• Support reception staff, providing cover during staff absences and annual leave
• Welcome patients and visitors to the organisation, directing requests appropriately
• Provision of refreshments for staff and visitors as required, keeping the kitchen area clean and tidy
• Always maintain a clean, tidy, effective working area

• GCSE Mathematics & English (C or above) or equivalent

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a healthcare setting

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Ability to work with a wide variety of tasks
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policies and procedures

• Willingness to work flexible hours when required to meet work demands
• Able to undertake training outside of normal working hours if necessary
• Access to own transport or ability to travel across the practice sites
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

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.