We are looking for an enthusiastic, highly organised and self-motivated part time Business Support Team Assistant to join our friendly, busy rural GP Practice in an attractive Yorkshire market town.
Flexibility is required to cover holiday and sickness leave.
Hours: 28 - 37.5
25 Days Holiday plus Bank Holidays (pro-rata)
Interview Date: 22nd September
Our clinical System is currently SystmOne
We reserve the right to close this advert early if a suitable candidate is found before the closing date of 15th September 2026.
You will be working as part of a multi-skilled team to provide the following areas of support to the practice as a whole: scanning and coding patient documentation, summarising patient notes, processing some referral forms, monitoring clinical performance against internal and external targets (e.g. QOF), submitting Enhanced Service and Public Health claims, providing secretarial support for meetings, and providing IT Support for colleagues when necessary. Experience of Microsoft Excel and TTP (System 1) or Emis Web clinical system would be beneficial.
Main duties of the job
To process and code patient correspondence. To recognise own knowledge limits and seek advice from the Business Support Team Manager or Business Support Team Colleagues as appropriate.
Summarising patient records
To submit claims for enhanced services and GMS contract. To assist with I.T. problems both hardware and software.
To provide secretarial support for Practice Meetings as necessary (e.g. recording meetings on the electronic calendar and liaising with internal and external colleagues to confirm/request their attendance at meetings)
About us
Pickering Medical Practice is a friendly busy rural practice serving a patient population of over 10850 patients. We are a forward thinking, innovative and high QOF achieving Practice. We are also part of the SHaR PCN with a large supportive multiskilled clinical and administrative team.
Our mission is to provide high quality safe care for our patients whilst maintaining traditional values of Family Medicine.
Job description and Job responsibilities
JOB TITLE: Business Support Team Assistant
RESPONSIBLE TO: Practice Manager
REPORTING TO: Business Support Team Manager
Job Summary:
To work as part of a multi-skilled team to provide the following areas of support to the practice as a whole: scanning and coding patient documentation, summarising patient notes, processing some referral forms, monitoring clinical performance against internal and external targets (e.g. QOF), submitting Enhanced Service and Public Health claims, providing IT Support for colleagues when necessary.
You will be responsible for providing secretarial support, including typing up all correspondence done by the Doctors to be sent to colleagues or patients, efficiently and accurately and to provide secretarial support for meetings being held at the practice. To ensure enquiries from patients and hospitals, regarding referrals and appointments are efficiently and courteously handled. Ensure that the filing, record keeping, and distribution of documents are undertaken efficiently and promptly. Ensure doctors are continually updated and reminded of outstanding referrals/letters to be dictated.
Job Responsibilities:
Document Management
- To receive all paper documentation and scan onto the patients electronic record, ensuring all relevant SNOMED codes are inputted, forwarding any actions on to the appropriate person or sending a coding task if unsure
- To process incoming electronic documentation, ensuring the relevant SNOMED codes are inputted, forwarding any actions on to the appropriate person or sending a coding task if unsure
- To recognise own knowledge limits and seek advice from the Business Support Team Manager or Business Support Team Colleagues as appropriate
- To follow the local policy for Firearms Applications
- To add diary entries for blood tests/diagnostics etc. as appropriate
- To check the Business Support Team email inbox and clinical record tasks on a regular basis and action as necessary
Summarising
- To cull and sort patient records and letters in preparation for summarising
- To review medical records and produce an accurate summary of the patients medical history, on the Practice clinical system using SNOMED codes
- To monitoring progress of notes summarising against the practice summarising protocol
Secretarial
- Undertake responsibility for typing all letters on behalf of Doctors Practice Manager or Administrator, Practice Nurses and Dispensers.
- for patient referrals to Consultants and other medical personnel
- to patients
- routine and emergency hospital admissions
- insurance companies, solicitors, police
- Taking dictation as and when required
- Raising invoices to various bodies for submission of medical reports on patients
- Deal with all incoming mail and distribute as necessary
- Completion of certificate and informing Environmental Health Officer of notifiable diseases
- Collect and maintain up-to-date sources of information relevant to practice, i.e. from LMC, RSS etc
- Act on doctors messages from computer screen
- Sort and distribute out-trays & folders from Dr's common room
- Log, compile and maintain spread sheet for Complaints.
- Log, compile and maintain on spread sheet and present and minute significant events.
- NYMR raise invoice and file paperwork.
- Police- Firearms Invoice patient.
- Run report for 2ww referrals and check patients have been seen.
- Monitor RSS rejections and feedback to GPs and colleagues.
- To process all requests for forms to be prepared and put into GPs tray, ensuring that accurate coding is added to the patients electronic record before sending see forms spreadsheet
Other Responsibilities
- To monitor patient call and recall systems
- To utilise Open Exeter for patients due cervical cytology, enter correct codes and send letters accordingly, as per protocol.
- To run monthly reports and searches for patients according to set search criteria.
- To monitor clinical performance against internal and external targets
- To submit claims for enhanced services and GMS contract
- To assist with I.T. problems both hardware and software, for example staff logging in issues to the clinical and third-party software applications, liaising with relevant help desks when necessary.
- To provide secretarial support for Practice Meetings as necessary (e.g. recording meetings on the electronic calendar and liaising with internal and external colleagues to confirm/request their attendance at meetings)
- To process all digital engage consult requests as they come into the practice and report to the Business Support Manager if unable to meet the KPIs for responding.
- Assist patients with online access to their medical records and help with any problems they may have.
Confidentiality:
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential and dealt with in accordance with the Practice policies and procedures.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security, to include:
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
- 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.
Personal / Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development, taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners and the Practice Manager.
Person Specification
Qualifications
Essential
- Qualifications & Training
- Good general standard of literacy, numeracy & IT skills (GCSE level or equivalent).
- Microsoft Office Experience
Desirable Previous SystmOne experience or other clinical systems.
Experience
Essential
- Good range of interpersonal skills and the ability to communicate with a diverse range of people.
- Experience of working as part of a team
Desirable Previous scanning and coding or medical secretary experience
- Previous summarising experience
- Previous experience of working in primary care.
Skills
Essential
- Personal Attributes
- Understanding, accepting and adherence of the need for strict confidentiality.
- Confident and able to work under pressure.
- Enthusiastic and self motivated
- Able to work in a changing environment
- Conscientious and committed
- Pleasant and articulate
- Sense of humour
- Flexibility around working hours
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.
Job Types: Part-time, Permanent
Pay: £12.71-£13.09 per hour
Benefits:
- Company pension
- Free flu jabs
Education:
- GCSE or equivalent (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
