An exciting opportunity has arisen for a motivated individual to join our team as a Secretaries Lead. We are looking for an enthusiastic person to join our small, friendly team to provide an efficient administrative service to our clinicians. You will work alongside the existing secretarial team to provide comprehensive, efficient typing and administration duties. You will need to be a highly motivated and flexible team player with excellent organisational and communication skills. The ability to work under pressure and effectively prioritise your own workload is essential. You must have the ability to multi-task and work in a busy, ever-changing environment. You will be able to work on your own initiative as well as within a team, with well-developed communication and interpersonal skills.
JOB TITLE: SECRETARIES LEAD
REPORTS TO: Patient Services Manager Practice Manager
24 hours per week
Tuesday 12.30pm – 6.00pm, Wednesday 11.00am – 6.00pm, Thursday 12.00pm – 6.00pm Friday 12.30pm – 6.00pm with additional hours/days to cover sickness/annual leave as required.
STARTING AT £13.30 PER HOUR
Closing date: Friday 14th August
Interviews: Wednesday 19th August
Job summary:
The purpose of the role is to:
- A Leadership role covering all secretarial aspects for Fremington Medical Centre. You will lead the secretarial team ensuring there is always secretarial services to the practice and that the team is up to date with latest guidance. This includes conducting appraisals and team meetings.
- Offer 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
- Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
- Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team
- Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies
- Process hospital documents to ensure they are coded correctly on patients’ records
- You will also be required to process incoming letters received and liaise with other departments and the GPs to ensure the necessary action for these documents are dealt with correctly.
Duties and responsibilities:
The duties and responsibilities to be undertaken by members of the practice reception and administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the team leader/Practice Manager, dependent on current and evolving practice workload and staffing levels:
- Management and leadership of the Secretarial teams; including appraisals and team meetings.
- To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc in an accurate and quality manner.
- Use of the Choose and Book system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient.
- Resolving problems which relate to the Choose and Book system. This includes changes to place of referral and dealing with rejected referrals.
- Informing GPs of new services available on Choose and Book.
- To assist the management team with clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To retrieve medical records and assist in the completion of medical/insurance records.
- File patient records and correspondence in patient medical records.
- To receive incoming and initiate outgoing telephone calls to deal with appropriate queries.
- To assist with the gathering of statistics and information when required.
- To provide cover for members of the secretarial team during periods of sickness and annual leave.
- In liaison with the staff member responsible, maintain adequate supplies of office stationery to be able to perform your secretarial duties.
- To receive and dispatch mail and maintain a pending system.
- To facilitate and complete all admin for the GSF, Frailty and Community meetings.
- The efficient processing of referral letters and medical reports.
- The co-ordination and administration of requests from Solicitors, Partners and GPs for patient records in line with the Access to Medical Records Act.
- Maintenance of appropriate system for the monitoring of payments invoiced and received for non-NHS services undertaken by the Practice in conjunction with Practice Manager and Finance Manager.
- Maintain and implement Practice Policies.
- To ensure the clinical integrity of the system working with the ICB to implement their guidance.
- Supporting the Surgery in always maintaining CQC compliance.
- To disseminate information to the whole practice team in relation to any agreed system changes.
- Develop, implement, and embed efficient administrative processes and procedures (SOP’s). Ensuring all procedures are fully documented and up to date. Reviewing all procedures on at least an annual basis and updating as required.
- To provide support advice and training for current and new practice staff in the use of the clinical system.
- Develop and maintain effective communication both within the practice and with relevant outside agencies.
- Foster an environment within the team that supports staff development and encourages ideas and takes account of staff opinions.
- Encourage and develop teamwork within the practice.
- Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
- Processing personal and telephone requests, and ensuring callers are directed to the appropriate healthcare professional
- Processing and distributing incoming (and outgoing) mail
- Taking messages and passing on information
- Filing and retrieving paperwork
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Ensure practice records are kept relating to all item of services claims, producing monthly and quarterly reports for the office manager
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Process and complete any referrals via DRSS in accordance with Practice Policies.
- Liaise with the Admin Manager to ensure adequate attendance at department meetings and minutes for Gold Standard Framework and Frailty meetings twice a month, which will require processing DS1500’s.
- Ensure all patient records are up to date and any new registrations and/or deductions are processed via the clinical system in accordance with practice policies.
- Process incoming clinical letters, code and forward to relevant person or department for further action if needed.
- Deal with and process internal tasks that are assigned to the office.
- To liaise and arrange meetings as required and to attend meetings and take minutes.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- Change back up tape daily
- Manage pathology links daily.
- Process Out of hours and 111 reports daily.
- And any other duties as required by the line manager and the Practice Manager.
Confidentiality:
- Adhere to the General Data Protection Regulations (GDPR).
- 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
- 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
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
- Using personal security systems within the workplace according to Practice guidelines
- 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 recognizes 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 recognize 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
Person Specification
Experience
Essential
- Educated to GCSE Level or equivalent.
- Previous experience of working in an office environment.
- Experience of working with the public
- Experience in a medical secretary role
- Experience of using referral routes
Desirable
- Previous experience working for a GP Practice.
- Experience of S1 and Open Exeter.
Qualifications
Essential
- Proven Windows experience (Word, Excel & PowerPoint).
Desirable
- RSA Stage III Audio typing.
- NVQ in Administration or equivalent.
- ECDL.
- Medical Secretarys Diploma or
- AMSPAR medical secretary qualification.
Practical and Intellectual Skills
Essential
- Professional manner.
- Adaptability, flexibility and ability to multi task.
- Desire to achieve and sustain high standards.
- Patient, calm approach.
- Sensitivity in dealing with patients.
- Able to cope with sensitive nature of work, and to deal with challenging and difficult behaviour in an appropriate manner.
- Able to work under pressure and meet deadlines.
- Able to work as part of a team and independently as required.
- Able to undertake duties, including prolonged periods of working at PC workstation.
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: From £13.30 per hour
Benefits:
- Company pension
- On-site parking
- Sick pay
Experience:
- Medical Receptionist: 1 year (preferred)
Work Location: In person
