Apprentice Medical Receptionist

Kick-start your career by developing essential administration and communication skills in a busy GP practice. You will support clinicians in delivering effective, efficient and compassionate care by providing excellent patient service, using initiative, adapting to changing priorities whilst maintaining high standards.

Responsibilities

• Reception desk duties, to include reception of patients, dealing with queries by telephone.
• Making of appointments by telephone and at desk, using computerised system.
• Completion of tasks via SystmOne computer system.
• Letter scanning and filing, according to rota, dealing with clerical patient changes of address, completion of blood test forms where required.
• Sorting any external mail and passing on any mail not for the practice.
• Checking for action notes when GPs have viewed post and passing to relevant person then sorting the rest for scanning.
• Data entry of patient information onto computer as required, including any personal patient contacts, passing messages etc.
• Taking requests for housecalls and booking of ambulances via computer.
• Use of all office equipment, e.g., computer, photocopier, etc.
• Surgery premises to be kept tidy.
• Patient documentation to be handled promptly.

Requirements

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.
• GCSE in: English (grade 4-9 (A*-C) or equivalent), Math (grade 4-9 (A*-C) or equivalent).
• General computer skills, competence in the use of office equipment e.g. photocopier/scanners.
• Competence in written and spoken English.
• Helpful, friendly and effective telephone/ face to face manner.