Job Title : Receptionist/Administrator Apprentice
Employer : Greensands Medical Practice (Potton Surgery)
Location : Sandy, Bedfordshire, SG19 2QS
Position Type : Apprenticeship
Apprenticeship Framework and Level : Business and Administration - Advanced Level Apprenticeship
Sector : Business Services
Vacancy Reference - : VAC-11672
Vacancy Short Description : The Receptionist/Administrator holds a position of importance, being the crucial link between the doctors, staff and patients.
Qualifications Required : You will need four GCSEs at grades A*-C or 9-4, including English and maths.
Vacancy Full Description : The Receptionist/Administrator holds a position of importance, being the crucial link between the doctors, staff and patients. They provide support to the wider administration team and Practice Manager which includes tasks such as, scanning and uploading correspondence, using clinical system, face to face contact and/or answering telephone calls.
Key duties would include:
•Provide and receive messages communicating effectively (verbal and non-verbal), professionally welcoming and treating everyone (patients, relatives & colleagues) in a friendly and courteous manner presenting a good image of yourself through your attitude, behaviour and appearance.
•Excellent IT skills will enable you to plan and organise a range of tasks to meet daily deadlines ensuring work produced is of the quality and quantity required to meet the expected standards of the practice.
•Assist in ensuring the working environment is safe and of a professional appearance reporting any problems or repairs. Maintain the efficient and effective use of resources within the practice.
•Deal with all general enquiries, explain procedures and make new and follow-up appointments.
•Open incoming mail and scan into the patient’s records on a daily basis for the GPs to access.
•Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
•Record requests for home visits, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor.
•Action all repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually.
•Prepare lists for all surgeries and clinics held, ensuring completion of all associated paperwork.
•Advise patients of relevant charges for private (Non-General Medical Services) services, accept payment and issue receipts for same.
•Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to. Making sure that all new patients are registered onto the computer system promptly and accurately.
•Ensure that all applications for on-line services are registered promptly and accurately as well as all patient consents.
•Complete scanning and workflow administration, ensuring read codes are added to patient notes on SystmOne.
•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 as well as reporting any potential risks identified.
•Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
•Apply practice policies, standards and guidance
Number of Positions Available : 1
Working Week : 30 hrs p/w Monday to Friday (shift pattern)
Salary : £162.00 Per Week
Application Deadline Date : 14/12/2018
Possible Start Date : 07/01/2019
Personal Qualities : •Act in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation - be professional!
•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.
•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
•Communicate effectively with other team members as well as with patients and carers whilst recognizing people’s needs for alternative methods of communication
•Effectively manage own time, workload and resources. Ability to meet deadlines.
•Work effectively with individuals in other agencies to meet patients needs
•A flexible approach to work and be able to cover for holidays and sickness leave, sometimes with short notice.
•Ability and desire to develop from the training programme provided.
Skills Required : •Work effectively and efficiently as part of a team or using your own initiative, sharing ideas for improvements to all areas of the practice.
•The ability to manage challenging situations either face to face or over the telephone.
•Understand the importance of the confidentiality of patients' records and details.
•Ability to show motivation and punctuality.
Future Prospects : The apprentice will participate in any training programme implemented by the Practice as part of this employment.
Permanent role available at the end of the apprenticeship providing the successful candidate continues to impress.
Progression routes within company.
Training to be Provided : You will gain the following qualifications:
Business Administrator Level 3 Apprenticeship
•Functional Skills in English and Maths
•Functional Skills in ICT
During this apprenticeship you will study a range of topics, including:
•Record and document production
•Planning and organisation
•Processes and external environment factors.
Other Information : We are a two site Practice, Potton and Gamlingay, although it is not essential to have your own transport you will be required to work over both sites.
Your working week will be subject to change as we work shift patterns. Morning sessions will be 0815h to 1230h and afternoon 1400h to 1800h.
Candidates must attend an initial interview with a member of the Bedford College Apprenticeship Recruitment Team and complete an online maths and English test which will be sent out prior to your initial interview if you meet the entry criteria. Please note this is part of the recruitment process and must be completed in order for your application to be progressed to the next stage.
Things to consider : Reception can be a very busy environment, you will be dealing with demanding issues which will need you to think on your feet, keep calm and maintain professionalism at all times. Reception is also a rewarding job role within a supportive team.
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