• Job Description

  Req#: A2593-25-0001?language=en&page=106&sort=publicationDateDesc

  Job summary

  We are a small but growing team looking for a part time administrators to join us to cover Maternity Leave. If you are enthusiastic, engaging and compassionate then this role is for you. Must have previous experience in a GP practice environment and be well versed in EMIS and Docman. The role is busy and varied and no two days are the same, so there is no chance of getting board. Being passionate about people is what drives us, looking after each other and our patients. Duties will include but are not limited to, telephone answering, booking appointments, registering new patients, referrals, prescriptions, coding patient data and general housekeeping.

  Hours would be 20 hours a week.

  Monday 8-1

  Tuesday 8-1

  Wednesday 8-1

  Thursday 1:30-6:30

  Friday 1:30-6:30

  Main duties of the job

  Telephone Duties;Making appointments,Dealing with requests for prescriptions,Giving out results,Ambulance transport bookings,Deal with general enquiries and complaints,Contacting other providers.

  Reception Duties;Register new patients and temporary residents,Greet and direct patients and visitors,Making appointments,Handing out prescriptions,Ensure outstanding queries are explained and handed over to next shift, as necessary,Respond to needs of doctors and nurses during surgery,Collect payments from patients for non-NHS services.

  Prescriptions;Dealing with requests for repeat prescriptions,Raising prescriptions as per Practice protocols,Dealing with queries relating to repeat prescriptions.

  Administration;Input and extract information from Practice computer system,Referrals, letters, reports and other documents as required by the GPs, Practice Operations Manager,Liaise with hospital and community departments regarding patient care, appointments incorporating ICG Referral System / Lexacom,Maintain referral database

  About us

  Overview of your organisation

  A patient base of just over 4000, an admin team of 6 Admin, 3 GP's and 3 nurses. All with various experience and all working towards the same goal with the same ethos.

  Details

  Date posted

  20 May 2025

  Pay scheme

  Other

  Salary

  Depending on experience

  Contract

  Fixed term

  Duration

  12 months

  Working pattern

  Part-time

  Reference number

  A2593-25-0001

  Job locations

  10 Lower Vickers Street

  Miles Platting

  Manchester

  M40 7LH

  
  

  Job description

  Job responsibilities

  ob summary

  Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

  Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

  Give administrative support to the clinicians and practice manager where appropriate and as requested.

  Follow practice protocols to ensure consistent and high quality care is provided to our patients.

  Job responsibilities -

  Reception -

  • Greeting and receiving patients, carers and visitors.
  • Check patients in on arrival using the practice computer system (EMIS) or direct them to self-check in.
  • Handle incoming enquiries including requests for blood forms, private letters etc.
  • Effectively inform patients of our registration process and aid patients with this process.
  • Process appointment requests for today/future appointments from patients in person using the practice computer system .
  • Handing completed repeat prescriptions to patients and pharmacy staff whilst carrying out the recording process effectively.
  • Take payments from patients for private services and follow the practice process to ensure this is recorded and stored accurately.
  • Oversee the reception and waiting area in such a way that ensures all patients are comfortable.
  • Ensure the reception and waiting areas are tidy at all times.

  Telephone-

  • Have working knowledge of telephone system, during and after hours.
  • Answer all telephone calls to the practice (within 3 rings where possible) dealing with enquiries, fielding calls where appropriate or taking and delivering messages using the most appropriate method.
  • Process appointment requests for today/future appointments from patients by telephone using the practice computer system.

  Tasks-

  • Processing of messages using the various practice electronic messaging systems including Docman, Emis tasks, email, CAS alerts.
  • Have an awareness of the rota regarding dealing with tasks on a daily basis.
  • Check and action all incoming electronic requests through the practice messaging systems listed above in accordance with practice procedure.
  • Empty doctors baskets each morning, effectively managing any requests from the doctors.

  Prescriptions-

  • Process repeat prescription requests in accordance with practice guidelines.
  • To collect and process repeat prescription requests from the fax machine, script box and online.
  • To liaise with patients, community pharmacists, surgery pharmacist and clinicians regarding queries and requests.
  • To ensure repeat medication is issued in line with the practice protocols and ensure that any queries raised are dealt with quickly and correctly.
  • To ensure that patient queries on medication are highlighted to the Surgery Pharmacist or relevant GP.

  Scanning duties-

  • Sort, date stamp and distribute all incoming mail.
  • Scanning and electronic filing of clinical correspondence.
  • Scan patient-related documents onto their medical record.
  • Add any additional information about the source of the document.
  • Forward the document to the relevant doctor or nurse depending on agreed rota system.
  • Ensure incoming letters are scanned onto the patient record within a 24-hour timescale.
  • Ensure you highlight urgent documents to the document management team.
  • Scan all internal paper documents on to the relevant patients record and then store the documents in line with practice procedures.

  Administration-

  • To have a thorough knowledge of all practice procedures and to work in accordance of written protocols.
  • Pulling/filing notes for clinicians.
  • Take minutes for monthly MDT meeting, type them up, save in the W drive, update the primary care team of the next meeting, and send the minutes without patient data.
  • Organise the medical student rota, liaise with health professionals to arrange student visits, organise EMIS appointments to reflect student patient time.
  • Regular stock check, ordering stationary, drums/toners, office supplies, nursing supplies, using Dene healthcare, updating the practice manager of costs or changes.
  • Complete basic registration of new urgent and necessary patients onto the computer.
  • Fax and photocopy as requested.
  • Deal with outgoing post.
  • Organise and update the location of patient paper notes, in the attic, updating attic notes spreadsheet.

  Medical summariser

  To summarise all incoming patient notes to ensure all details are correctly entered onto the EMIS clinical system.

  Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.

  Document management/Read coding -

  The documents will be collected by the Document Management team where they will be read coded and distributed to a Doctor, pharmacist or receptionist, as per the most up to date Process Map.

  The Process Map is updated regularly and any updates are recorded within the document.

  The Process Map is the document which clearly informs all as to where each document should be directed.

  There are monthly Document management meetings to make changes, review audits, feedback and discuss any concerns.

  Other Tasks-

  • Attend regular staff and practice meetings.

  • Ensure consulting rooms are adequately stocked with stationery, supplies and disposables.
  • Ensure building security have thorough knowledge of doors/windows/alarm.
  • Fulfilling all duties listed on the morning and evening rotas.
  • Any other duties that may be considered appropriate to the role.

  Provide holiday/sickness cover for absent reception staff as and when required.

  Confidentiality:

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

  Job description

  Job responsibilities

  ob summary

  Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

  Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

  Give administrative support to the clinicians and practice manager where appropriate and as requested.

  Follow practice protocols to ensure consistent and high quality care is provided to our patients.

  Job responsibilities -

  Reception -

  • Greeting and receiving patients, carers and visitors.
  • Check patients in on arrival using the practice computer system (EMIS) or direct them to self-check in.
  • Handle incoming enquiries including requests for blood forms, private letters etc.
  • Effectively inform patients of our registration process and aid patients with this process.
  • Process appointment requests for today/future appointments from patients in person using the practice computer system .
  • Handing completed repeat prescriptions to patients and pharmacy staff whilst carrying out the recording process effectively.
  • Take payments from patients for private services and follow the practice process to ensure this is recorded and stored accurately.
  • Oversee the reception and waiting area in such a way that ensures all patients are comfortable.
  • Ensure the reception and waiting areas are tidy at all times.

  Telephone-

  • Have working knowledge of telephone system, during and after hours.
  • Answer all telephone calls to the practice (within 3 rings where possible) dealing with enquiries, fielding calls where appropriate or taking and delivering messages using the most appropriate method.
  • Process appointment requests for today/future appointments from patients by telephone using the practice computer system.

  Tasks-

  • Processing of messages using the various practice electronic messaging systems including Docman, Emis tasks, email, CAS alerts.
  • Have an awareness of the rota regarding dealing with tasks on a daily basis.
  • Check and action all incoming electronic requests through the practice messaging systems listed above in accordance with practice procedure.
  • Empty doctors baskets each morning, effectively managing any requests from the doctors.

  Prescriptions-

  • Process repeat prescription requests in accordance with practice guidelines.
  • To collect and process repeat prescription requests from the fax machine, script box and online.
  • To liaise with patients, community pharmacists, surgery pharmacist and clinicians regarding queries and requests.
  • To ensure repeat medication is issued in line with the practice protocols and ensure that any queries raised are dealt with quickly and correctly.
  • To ensure that patient queries on medication are highlighted to the Surgery Pharmacist or relevant GP.

  Scanning duties-

  • Sort, date stamp and distribute all incoming mail.
  • Scanning and electronic filing of clinical correspondence.
  • Scan patient-related documents onto their medical record.
  • Add any additional information about the source of the document.
  • Forward the document to the relevant doctor or nurse depending on agreed rota system.
  • Ensure incoming letters are scanned onto the patient record within a 24-hour timescale.
  • Ensure you highlight urgent documents to the document management team.
  • Scan all internal paper documents on to the relevant patients record and then store the documents in line with practice procedures.

  Administration-

  • To have a thorough knowledge of all practice procedures and to work in accordance of written protocols.
  • Pulling/filing notes for clinicians.
  • Take minutes for monthly MDT meeting, type them up, save in the W drive, update the primary care team of the next meeting, and send the minutes without patient data.
  • Organise the medical student rota, liaise with health professionals to arrange student visits, organise EMIS appointments to reflect student patient time.
  • Regular stock check, ordering stationary, drums/toners, office supplies, nursing supplies, using Dene healthcare, updating the practice manager of costs or changes.
  • Complete basic registration of new urgent and necessary patients onto the computer.
  • Fax and photocopy as requested.
  • Deal with outgoing post.
  • Organise and update the location of patient paper notes, in the attic, updating attic notes spreadsheet.

  Medical summariser

  To summarise all incoming patient notes to ensure all details are correctly entered onto the EMIS clinical system.

  Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.

  Document management/Read coding -

  The documents will be collected by the Document Management team where they will be read coded and distributed to a Doctor, pharmacist or receptionist, as per the most up to date Process Map.

  The Process Map is updated regularly and any updates are recorded within the document.

  The Process Map is the document which clearly informs all as to where each document should be directed.

  There are monthly Document management meetings to make changes, review audits, feedback and discuss any concerns.

  Other Tasks-

  • Attend regular staff and practice meetings.

  • Ensure consulting rooms are adequately stocked with stationery, supplies and disposables.
  • Ensure building security have thorough knowledge of doors/windows/alarm.
  • Fulfilling all duties listed on the morning and evening rotas.
  • Any other duties that may be considered appropriate to the role.

  Provide holiday/sickness cover for absent reception staff as and when required.

  Confidentiality:

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

  Person Specification

  Experience

  Desirable

  • Working in a GP practice setting Previous knowledge of systems such as EMIS Web and Docman Experience of working with the general public

  Qualifications

  Essential

  • Essential criteria
  • 5 or more GCSE A-C grade or higher in relevant subjects. Previous experience in EMIS Web

  Desirable

  • Desirable criteria
  • NVQII in Customer Care (desirable)

  Person Specification

  Experience

  Desirable

  • Working in a GP practice setting Previous knowledge of systems such as EMIS Web and Docman Experience of working with the general public

  Qualifications

  Essential

  • Essential criteria
  • 5 or more GCSE A-C grade or higher in relevant subjects. Previous experience in EMIS Web

  Desirable

  • Desirable criteria
  • NVQII in Customer Care (desirable)

  Disclosure and Barring Service Check

  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.

  Employer details

  Employer name

  Victoria Mill Medical Practice

  Address

  10 Lower Vickers Street

  Miles Platting

  Manchester

  M40 7LH

  
  

  Employer's website

  https://www.victoriamillmedicalpractice.co.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Victoria Mill Medical Practice

  Address

  10 Lower Vickers Street

  Miles Platting

  Manchester

  M40 7LH

  
  

  Employer's website

  https://www.victoriamillmedicalpractice.co.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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