Job Summary:
To provide comprehensive administrative support to the Practice Manager, GPs, and other health professionals, contributing to the smooth and efficient running of the practice through a wide range of clerical and organisational tasks.
Shift Pattern:
Monday: 9.00am - 3.30pm
Tuesday: 10.00am - 4.30pm
Wednesday: 9.00am - 3.30pm
Thursday: 11.00am - 5.00pm
Friday: 10.00am - 4.30pm
Job Responsibilities:
The postholder will provide an efficient and high‑quality typing and document production service to GPs and other health professionals. This includes the accurate preparation of clinical letters, reports, patient referrals, meeting minutes, memorandums, and other documentation, ensuring all work meets the required standards of clarity, confidentiality, and professionalism.
- Process referrals — Manage all patient referrals efficiently and within required timeframes, ensuring accuracy and completeness.
- Support the Partners, Practice Manager and Admin Team Leader — Provide clerical and administrative support as needed, contributing to the smooth running of the practice.
- Attend meetings — Participate in meetings and produce accurate, timely minutes.
- Maintain filing systems — Establish and manage effective filing and administrative systems, ensuring that written and electronic information is organised, accessible, and securely stored.
- Handle telephone communications — Receive incoming and initiate outgoing calls to support timely communication, taking messages and managing queries appropriately.
- Code clinical correspondence — Accurately code clinical letters and documents received from external organisations in line with practice protocols.
- Maintain clinical systems — Ensure the clinical computer system is updated accurately and maintained securely at all times.
- Assist with data collection — Support the gathering and reporting of statistics, audits, and other required information.
- Provide secretarial cover — Offer cover for secretarial colleagues during periods of sickness or annual leave to maintain continuity of service.
Community Clinics Responsibilities:
- Manage community clinics — Establish and maintain the Community Gynaecology, Community Vasectomy, and Community Minor Surgery clinics, ensuring efficient coordination and smooth day‑to‑day operation.
- Process referrals — Handle all incoming and outgoing referrals within required timeframes, ensuring accuracy, completeness, and adherence to clinical pathways.
- Coordinate patient appointments — Register patients, schedule appointments, and issue all relevant documentation promptly and professionally.
- Produce clinic correspondence — Type clinic letters and associated documentation accurately, maintaining high standards of clarity, confidentiality, and presentation.
- Follow up on results — Monitor and chase outstanding results to support timely clinical decision‑making and continuity of care.
- Arrange follow‑up appointments — Book follow‑up appointments as required, ensuring patients are scheduled appropriately and all actions are recorded accurately.
What Else We Look For in a Candidate
- Excellent communication skills — able to speak and write clearly, professionally, and with empathy.
- Strong organisational ability — able to prioritise, manage workload, and meet deadlines in a busy environment.
- Attention to detail — accuracy in handling patient information, referrals, and clinical documentation.
- Confidentiality and professionalism — understanding of GDPR, patient privacy, and the sensitive nature of clinical work.
- IT competence — confident using clinical systems, email, and digital tools used in primary care.
- Teamworking — able to work collaboratively with clinicians, admin staff, and external providers.
- Adaptability — comfortable working in a fast‑paced environment with changing priorities.
- A patient‑centred approach — calm, courteous, and supportive when dealing with patients and external organisations.
Job Type: Part-time
Pay: £12.71-£13.00 per hour
Benefits:
- Company pension
- On-site parking
- Sick pay
Education:
- GCSE or equivalent (preferred)
Experience:
- Secretarial: 1 year (preferred)
Work Location: In person
