Admin/Secretary/Reception

Job summary

To provide general Administrive and reception support to the practice manager, doctors and health professionals with general clerical work over two sites. To include medical reports invoices etc and any other work allocated by Practice Manager.

This is an exciting new opportunity for someone who enjoys working in a busy environment and organising daily tasks.

If you have excellent organisational and communication skills, enjoy meeting people, can meet challenging deadlines and enjoy achieving on a daily basis, then you could be the person we are looking for.

You will work as part of a team providing front line administration services including sending referrals, processing solicitors/SAR/patient letters requests, as well as booking of outpatient and inpatient appointments and general office duties.

You will need to have good typing skills, able to formulate and use excel spreadsheets, word and outlook.

Experience of using Systm 1 would be an advantage but full training will be given if required.

Main duties of the job

The post-holder will be required to provide a comprehensive secretarial service relating to NHS work for a clinical team in the department in accordance with GP Surgery policies and procedures.

The Medical Secretary provides a link between the GP Surgery, the patient and other health care professionals. They will provide a comprehensive, efficient and responsive administration service.

The post holder will have an understanding of the service requirements, and an appreciation of the concerns and queries of patients and carers.

This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures.

For full list of responsibilities please check the Job Description and Person Specification attached.

About us

Dr Mirza & Partners inc branch surgery (Unit 14 Britannia 1RD) consists of a practice population of approx 6100. We have 3 GP Partners, two regular GP Locums and associated staff of Practice Nurses / HCA to provide medical services to our patients.

We are part of the Hatters Health Network, providng addtional health support for our surgery in conjunction with 5 other practicesHatters Health Network.

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.

Job description

Job responsibilities

JOBDESCRIPTION

JOB TITLE: ADMINISTRATOR / SECRETARY

REPORTS TO: PRACTICEMANAGER

HOURS: Upto 37 hours per week

Job Summary: To provide administrative support and servicesto all members of the practice team at both sites. We use System One.

Job responsibilities:

Scanning hospital letters and all mail is scanned in, whenrequired.

Referralsvia e referrals system etc.

Stockordering via PCSE & L & D Hospital

Processingrepeat prescriptions and acute (checking emails for care home scriptsrequests), when required.

Holidaycover for reception staff at both sites (if required).

Alsosee note 1 below.

Any other duties allocated by the Practice Manager/GP`s.

Administrativesupport

Provideadministrative support to members of the primary health care team in thefollowing areas ensuring appropriate practice records are kept up to date

oProcessingreports, patient letter requests, SARs etc. use of IGPR.

oBillingand invoices (payable to the Practice) as for above.

oOrdersand payments (payable by the Practice) as for above.

oProcessAccuRx requests. System one messages.

oReferrals.

Confidentiality:

In the course of seeking treatment, patients entrust us with, orallow us to gather, sensitive information in relation to their health and othermatters. They do so in confidence andhave the right to expect that staff will respect their privacy and actappropriately

In the performance of the duties outlined in this job description,the post-holder may have access to confidential information relating topatients and their carers, practice staff and other healthcare workers. They may also have access to informationrelating to the practice as a business organisation. All such informationfrom any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, otherhealthcare workers or the business of the practice may only be divulged toauthorised persons in accordance with the practice policies and proceduresrelating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining theirown and others health, safety and security as defined in the practice Health& Safety Policy, the practice Health & Safety Manual, and the practiceInfection Control policy and published procedures. This will include:

Using personal security systems within the workplace accordingto practice guidelines

Identifying the risks involved in work activities andundertaking 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 workareas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazards and infectionhazards immediately when recognised

Keeping own work areas and general / patient areas generallyclean, assisting in the maintenance of general standards of cleanlinessconsistent with the scope of the job holders role

Undertaking periodic infection control training (minimumannually)

Reporting potential risks identified

Equality and Diversity:

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

Actingin a way that recognizes the importance of peoples rights, interpreting themin a way that is consistent with practice procedures and policies, and currentlegislation

Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues

Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.

Personal/Professional Development:

Thepost-holder will participate in any training programme implemented by the practiceas part of this employment, such training to include:

Participationin an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development

Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work

Quality:

Thepost-holder will strive to maintain quality within the practice, and will:

Alertother team members to issues of quality and risk

Assessown performance and take accountability for own actions, either directly orunder supervision

Contributeto the effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance

Workeffectively with individuals in other agencies to meet patients needs

Effectivelymanage own time, workload and resources

Communication:

The post-holdershould recognize the importance of effective communication within the team andwill strive to:

Communicateeffectively with other team members

Communicateeffectively with patients and carers

Recognizepeoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

Thepost-holder will:

Applypractice policies, standards and guidance

Discusswith other members of the team how the policies, standards and guidelines willaffect own work

Participatein audit where appropriate

Note1.

If requested to do so you will be required tolook at clinical letters for the purpose of bringing to the attention of therequesting Doctor any action that might need to be taken. This is on theunderstanding that the requesting Doctor will be ultimately reviewing any givenletters themselves to approve the action.

The responsibility for any action taken oroverlooked will rest with the Doctor. Any responsibility for an action requiredto be undertaken but has been overlooked will not rest with any staff member.

Person Specification

Experience

Essential

1 Years experience preferrable in any Admin/reception role within a GP Practice environment.

Desirable

Experience of working in GP Surgery.

Qualifications

Essential

Systm One clinical system knowledge NHS IT systems Essential Secretarial experience Experience of good customer or patient care Working with computer software programmes such as Microsoft Office, e-mail and internet Experience of scheduling/co-ordination activities and/or resources Desirable oMedical secretarial experience oPrevious NHS administrative role oExperience of working with patients requiring health care oExperience with NHS/healthcare software systems oExperience of working with confidential material Skills Essential oDemonstrate good verbal and written communication skills with team/clients/relatives, using tact when required oAbility to deal with conflict oGood Time management skills oFlexibility and able to adapt to change oAble to work as part of a team oHigh level of initiative Desirable oEvidence of ongoing personal development and willingness to further progress ( knowledge and skills framework and continuing personal development

Desirable

Desirable Medical secretarial experience Previous NHS administrative role Experience of working with patients requiring health care Experience with NHS/healthcare software systems Experience of working with confidential material Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required Ability to deal with conflict Good Time management skills Flexibility and able to adapt to change Able to work as part of a team High level of initiative Desirable Evidence of ongoing personal development and willingness to further progress ( knowledge and skills framework and continuing personal development

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