Receptionist/Administrator VACANCY – 20 hours per week
Amity Health Centre requires an experienced Receptionist/Administrator to join its team. We are a busy general practice, providing a high-quality service to our patients. We are looking for an organised individual who has initiative, can multi-task, can prioritise their workload, and has a keen eye for detail. The position is for 20 hours per week, Monday-Friday afternoons, with the opportunity to do extra hours occasionally. A full job description is available below.
Please apply via email with CV and covering letter, including 2 referees, to: Catherine Daly-Reeve, Practice Manager, at: Manager@amityhc.co.nz. Applications close Monday 5 October 2020.
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Position Description
Part-time Health Centre Receptionist/Administrator
Location: Amity Health Centre, 343 Highgate, Roslyn, Dunedin
Total hours: Approx 20 hours per week
Days: Monday, Tuesday, Wednesday, Thursday, Friday
Hours: 1pm-5pm
Additional: Third Wednesday of the month, 12.30pm-1.30pm team meeting
As necessary to cover staff leave or busy periods.
Amity Health Centre aims to provide high quality modern health care in an environment where patients feel comfortable and respected regardless of age, gender, ethnic, or cultural background. We are a team of 4 doctors, 4 nurses, 4 receptionists, 1 practice manager, plus 1 casual nurse, and 1 casual receptionist, who all need to work well together in the interests of their patients and their own job satisfaction.
Necessary experience and attributes:
Accountability: to the Practice Manager. It is not expected that our receptionists will take any responsibility beyond their training or ability but instead will confer with the Practice Manager and other staff when appropriate. In particular any matters of clinical care are to be passed onto the nurses or doctors.
General: the successful applicant will be expected to undertake the duties and responsibilities of a Health Centre reception as part of our team. We expect the receptionists to work in cooperation and to be flexible in increasing hours when appropriate to cover for each other’s annual leave. These duties and responsibilities include but are not limited to the following:
Reception:
Telephone:
Financial:
Computer:
Filing and Paperwork:
Mail:
Training:
The successful applicant will be offered learning opportunities including:
Liaison:
Stock Control:
Miscellaneous:
Part of the team:
Please apply via email with CV and covering letter, including 2 referees, to: Catherine Daly-Reeve, Practice Manager, at: Manager@amityhc.co.nz. Applications close Monday 5 October 2020.
_____________________________________________________________________________________________
Position Description
Part-time Health Centre Receptionist/Administrator
Location: Amity Health Centre, 343 Highgate, Roslyn, Dunedin
Total hours: Approx 20 hours per week
Days: Monday, Tuesday, Wednesday, Thursday, Friday
Hours: 1pm-5pm
Additional: Third Wednesday of the month, 12.30pm-1.30pm team meeting
As necessary to cover staff leave or busy periods.
Amity Health Centre aims to provide high quality modern health care in an environment where patients feel comfortable and respected regardless of age, gender, ethnic, or cultural background. We are a team of 4 doctors, 4 nurses, 4 receptionists, 1 practice manager, plus 1 casual nurse, and 1 casual receptionist, who all need to work well together in the interests of their patients and their own job satisfaction.
Necessary experience and attributes:
- a welcoming personality;
- a respect for patient and business privacy and confidentiality;
- computer experience, preferably with Evolution, or ability and willingness to adapt to new software;
- the ability to cope with several demands at one time in an effective and sensitive manner;
- the ability to handle and account for money in an accurate and honest fashion;
- flexibility to work additional hours when necessary to cover other staff leave;
- the ability to communicate clearly and sensitively, orally and in writing, with people of all backgrounds.
Accountability: to the Practice Manager. It is not expected that our receptionists will take any responsibility beyond their training or ability but instead will confer with the Practice Manager and other staff when appropriate. In particular any matters of clinical care are to be passed onto the nurses or doctors.
General: the successful applicant will be expected to undertake the duties and responsibilities of a Health Centre reception as part of our team. We expect the receptionists to work in cooperation and to be flexible in increasing hours when appropriate to cover for each other’s annual leave. These duties and responsibilities include but are not limited to the following:
Reception:
- Welcoming patients and other visitors or callers to the Health Centre, whether in person or by phone, in a friendly and helpful manner as the first point of contact of Amity.
- Dealing efficiently with requests. This can at times include handling dissatisfied or demanding patients in an appropriate and sensitive manner.
- Making appointments for patients to see doctors and nurses.
- Enrolling new patients and providing information about the practice.
- Dealing with emergency situations on the arrival of very ill patients according to the health centre’s protocols.
- Opening/closing the health centre.
Telephone:
- Answering the telephone in a timely manner.
- Passing on accurate information to the appropriate person.
- Setting incoming telephone message when necessary.
Financial:
- Taking patients’ fees and entering into computer.
- Operating EFTPOS machine.
- Reconciling computer, paper and EFTPOS balances at the end of each shift.
- Transferring bank statement automatic payments and other automatic payments to computer records, and reconciling other payments with computer records.
- Keeping cash and cheques secure during the day and locking them away in the safe at the end of the day.
- Holding petty cash and keeping a record with receipts of petty cash expenses.
- Sending patient statements at the end of each month.
Computer:
- Entering appointments for patients into Evolution.
- Passing on messages using Evolution tasks.
- Responding to Reception tasks.
- Collating and sending ACC and GMS and Immunisation schedules weekly and correcting any errors on them.
- Ensuring all computers are logged off at the end of the day.
Filing and Paperwork:
- Managing the filing tray by actioning tasks.
- Scanning/processing letters etc into the computer records.
- Sending medical records on to other practices for patients who have transferred and handling incoming medical records from other practices.
Mail:
- Processing mail as appropriate.
Training:
The successful applicant will be offered learning opportunities including:
- Training relevant to skills required for the job.
- Training to keep the practice running smoothly e.g. OSH, evacuation procedures, response in an emergency.
- Training to update skills and to develop professionally e.g. computer development and developing areas of interest in practice role.
Liaison:
- Contacting computer and other technicians as necessary.
- Community Laboratory couriers.
- Cleaner and laundry-person.
- Regular staff meetings.
- Regular reception meetings.
Stock Control:
- Keeping a close eye on stocks of various forms, booklets and kitchen, stationery and cleaning supplies.
Miscellaneous:
- Keeping the Reception and Waiting Room area tidy and safe.
- Ensuring all heaters are turned off at the end of the day.
- Ensuring the kitchen is tidy and dishwasher is loaded and turned on at end of day.
- Maintaining patients’ health information, and practice information, confidential at all times.
- Ensuring rubbish and recycling bin are put out when appropriate.
Part of the team:
- To be part of the Amity team, helping and being helped where appropriate.
- Other duties that may arise from time to time at the request of the Practice Manager and General Practitioners.
