Secretarial Team Leader

4 months ago

Peterborough, United Kingdom Thomas Walker Westgate Healthcare Full time

**Secretarial Team Leader - Job Description**

**Pay**:Dependant on Experience

**Reporting to**:Operations Lead

**Hours**: Monday to Friday 37.5hrs preferred - (Part time considered minimum of 30 hours)

**Annual Leave**:28 days plus bank holidays ( increases to 30 days following 5 years continuous service )

**Responsibilities**:
We have an exciting opportunity for someone to join our Medical Secretaries/Referrals Administrators as the
Secretarial Team Leader managing the team, its services and outcomes. The post holder will deliver all aspects of work to service standards for SystmOne tasks, ERS, medical reports and medico-legal requests, safeguarding referrals and administration of all activities related to the work of the secretarial team.

In addition, the post holder will be the first line manager for team performance, team work rosters and absence management with support from the Practice Management Team and will form part of the Senior team for monthly updates and reviews on all matters related to practice development.

The post-holder will work closely, and under the direction of the Practice Management Team to improve standards across a wide range of referrals administrative activity.

Responsibilities include:

- Supporting excellent patient care through pro-active patient support, ensuring that teams are trained to competency levels and support the front desk and administrative systems.
- As a first line supervisor, the post-holder will be expected to undertake aspects of the work with the teams as required and should hold excellent knowledge of all Practice systems and processes.
- Strong people focus with experience of working with people. Ability to learn (if not already in a people management role) to maximise the potential of individuals and teams in order to meet targets.
- Providing support to the Practice Management Team with project work and in the running of key systems and procedures.
- Managing data quality issues and service level activities for the team, providing support and guidance to Practice staff in the use of the clinical and non-clinical operating systems to promote quality achievement where applicable.
- The post-holder will be aware of the various statutory requirements and will assist in implementation as directed by Practice Management. There is a need to work closely with reception and clinical staff to ensure the smooth running of the Practice, reporting any problems encountered to the relevant person.
- Providing support, advice and training for current and new staff in the use of the Clinical System and non-clinical processes to ensure that all aspects of work meet required service standards.
- Working, as necessary, to validate patient information, performing regular checks and quality audits.
- Convening meetings, preparing agendas and ensuring distribution of minutes as appropriate.
- Assisting in the recruitment and selection of Team members as required.
- The post-holder, once competency has been signed-off by the Manager, will be given training to carry out performance reviews for appropriate members of staff and act accordingly in encouraging further professional development and provide necessary training opportunities.
- Any other duties as may be determined by the Practice Management Team and Partners.

**Skill Level of Knowledge**:
**SystmOne User - High**
- Must be able to understand and manage key data within systems for task management, running reports, developing and managing complex Application and interview data.
- Training will be given if competent individuals show high aptitude.

**ERS User - High**
- Thorough understanding of the referral Application and interview system

**Dealing with patients or** **third party organisations - High**
- Demonstrates empathy and a can-do attitude whilst understanding the constraints of general practice.

**Flexible team player - High**
- Is flexible in approach to working patterns and hours

**Managing complex tasks
- High**
- Can demonstrate ability to juggle several tasks at once and prioritise.

**Overseeing staff and team rotas - Medium**
- May not have directly managed teams but shows aptitude and desire to learn within the role. Able to motivate the team to meet set targets and objectives within deadlines.
- Has a desire to progress as a manager and leader.

**Systems and process development - Medium**
- Has a good understanding of process Interview flow within general practice and can demonstrate how to process flow tasks and services within a team environment.
- Has a very good understanding of creating and working to service standards and operating service levels across multiple activities.
- Has the ability to report complex data to the Practice in a simple and engaging manner via monthly team updates.
- We are committed to safeguarding and protecting the people we care for, creating a setting in which everyone feels welcome and safe._

**Job Types**: Full-time, Permanent

**Benefits**:

- Free parki

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