Medical Administrator

Job purpose: THIS IS AN ENTRY LEVEL POSITION INTENDED FOR A RECENT SCHOOL OR COLLEGE LEAVER LOOKING TO START IN THE WORLD OF WORK.

We expect a high level of interest and we may close this advert earlier than is stated.

🔶Have you recently left school?

🔶Are you interested in starting a career in administration where you can help deliver quality customer service?

🔶Do you want to earn money while you learn on the job and work towards a Level 6 Business and Administration SVQ?

A friendly, supportive Medical Practice is looking to appoint an enthusiastic and motivated Modern Apprentice in a Medical Administrator role. This particular Practice is based across 2 locations in the South-West of Glasgow.

The successful applicant must be able to travel reliably to both locations.

This job will involve reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required and liaising with staff and external agencies.

Please note this position is on an initial 14 month Modern Apprenticeship contract but the Practice aims to offer a more permanent role, for the right candidate, upon completion.

JOB ROLE

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:

🔷Maintain and monitor the practice appointment system

🔷Process personal, telephone and email requests for appointments

🔷Answer incoming phone calls, transferring calls or dealing with the callers’ request appropriately

🔷Signpost patients to the correct service

🔷Action incoming emails and correspondence as necessary

🔷Scan patient related documentation and attach scanned documents to patient healthcare records

🔷Complete opening and closing procedures in accordance with the duty rota

🔷As required support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

🔷Initiating contact with and responding to, requests from patients, team members and external agencies

🔷Clinically code data on Emis.

🔷Photocopy documentation as required

🔷Data entry of new and temporary registrations and relevant patient information as required

🔷Input data into patients healthcare records as necessary

🔷Direct requests for information, i.e., SAR, insurance/solicitors’ letters and DVLA forms to the administrative team

🔷Manage all queries as necessary in an efficient manner

🔷Carry out system searches as requested

🔷Maintain a clean, tidy, effective working area at all times

🔷Monitor and maintain the reception area and notice boards

🔷Support all clinical staff with general tasks as requested

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

🔷Partake in audit as directed by the audit lead

🔷Support administrative staff, providing cover during staff absences

🔷Action incoming emails and correspondence as necessary

🔷Order and monitor stationery supplies

🔷Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room

What will I learn? 🔶Along with the duties in your role, you will undertake a Level 6 SVQ in Business and Administration and will be supported throughout.

🔶You will have the opportunity to learn about different aspects of a medical administrator role and about the importance of confidentiality- this is a key focus in the Practice.

🔶You will learn how to communicate with team members, patients and external partners to provide a high level of customer service.

What qualifications or qualities are required? The most important thing is that you are motivated, keen to learn and good at communicating with a range of people. You need to be confident to respond to challenges and patient queries.

Our client is also looking for the following qualities:

🔷Punctual, reliable and committed

🔷National 5 qualification in English is essential

🔷National 5s in Mathematics and Business/ Administration- desirable but not essential

🔷Good communication and interpersonal skills are crucial

🔷Previous customer service experience is essential- you must have an understanding of good customer service

🔷Confident in using Microsoft Packages

🔷Clear, polite telephone manner

🔷Sensitive and empathetic in challenging situations

🔷Enthusiasm and a 'can do' attitude is key- you should be willing to learn and work hard

🔷Ability to work well as part of a team and communicate with people from diverse backgrounds

🔷Time management is key- you will be part of a busy GP Practice team and will have to manage your time between your duties and your SVQ work

🔷Ability to maintain confidentiality when working with sensitive information

Please note that this role will also require a Disclosure (Scotland) Check as you will be supporting vulnerable children and adults and Occupational Health Clearance.

If you think you are the right person for this challenging and rewarding role, we would love to hear from you!