Administrator/medical Secretary

**Hours/Shifts** - 22.5 hour per week (across 3 days, which must include a Friday) - 7.5 hours per day, shifts are between the hours of 08:30-17:30 with the occasional Saturday morning covering reception on a rota basis (equates to approx 5 Saturday's per year). **Job overview** **IMPORTANT INFORMATION ABOUT THIS POST** Act as a point of contact for all communications between the patients, doctors, all Medical Centre staff and outside agencies such as the UEA, hospitals and other secondary care providers, helping to maintain a close and efficient working relationship between all as appropriate. Assist in the daily running of the office administration of the Medical Centre. Provide an effective administrative secretarial service, ensuring continuity of service throughout the year. You will work as part of a team, providing administrative support for 11 doctors, 4 nurses and 3 managers. **Benefits include** - Free onsite parking - NHS pension scheme - Comprehensive induction - Occupational sick pay scheme (over and above statutory sick pay) - Excellent working environment and supportive practice - Access to Blue Lightcard NHS discounts and savings, including discounted membership to the award winning Sportsparkon campus - Access to UEA discounts and savings, including heavily discounted bus passes - 4 weeks annual leave (rising to 5 weeks annual leave after 2 years service) + share of bank holidays. Continuity of service will be considered in some cases for those already working in the NHS for >2 year **Responsibilities**: - Maintaining accurate electronic records of all verbal and written communication within organisational systems (SystmOne, spreadsheets) - Deal with, troubleshoot and manage queries from doctors using a variety of communication (SystmOne, patient tasks, Outlook, Crescendo etc) - Liaise with patients, hospital secretaries and out-patient services regarding consultant appointments for both NHS and private patient. - Liaise with the UEA and Dean of Students’ Department being mindful of confidentiality at all times. - Audio typing - clinical referrals, medical reports, medical certificates, general correspondence as requested - Process all incoming and outgoing correspondence; clinical and non-clinical, paper and electronic - Manage, book and monitor appointments for all UMS consultant referrals on the national electronic booking system - Use own initiative to work out answers to queries, making phone calls to outside agencies when necessary eg; chase up clinic letters locally and in other parts of UK, finding out when appointments will be - Manage and process medical reports - log requests, prepare dictated reports and invoices - Manage and process university medical certificates - Chasing unpaid fees as requested by Business Manager - Receive and make telephone calls, take/pass on messages accurately and timely in a courteous, professional manner. - Maintain internal and external telephone lists and contact details ensuring they are up to date - Maintain, receive, order and accurately account stationery stock - Participate in Covid vaccine clinics (administration of/pre-screening) onsite and offsite if required - Work with colleagues to help develop systems within the office to support the clinical and administrative staff, increase communication and increase time efficiency as the practice extends. - To contribute towards an electronic filing system, to allow easy access to past work by all clinical and support staff to aid the practice to become more paperless - Staff may be asked to undertake additional hours to cover for the holidays and illness of their colleagues. **Please note**: This job description is not exhaustive. You will also be required to carry out any other duties appropriate to this post, under the direct of the Doctors and Management. Full training and support provided in-house. Confidentiality must be adhered to at all times. There are some restrictions on taking annual leave during our busiest periods. **Personal Qualities** - Enthusiasm and motivation (essential) - Attention to detail and accuracy (essential) - Ability to work in a team and autonomously (essential) - Pleasant telephone manner (essential) - Excellent communication skills (essential) - Ability to learn quickly and prioritise (essential) - Problem solving capabilities (essential) - Dedication and reliability (essential) - Strong multitasking skills (desirable) **Experience** - Office administration experience (essential) - Excellent keyboard skills (essential) - Experience dealing with public (essential) - Experience within a clinical setting (desirable) - Experience of medical terminology (desirable) - Audio typing (desirable) **Qualifications** - 5 GCSEs/O Levels at Grade C or above (including Maths and English) (essential) **Job Types**: Part-time, Permanent **Salary**: £10.50-£11.33 per hour **Benefits**: - Company pension - Employee discount - On-site parking - Sick pay Schedule: -