Full time position 37.5 hours per week.
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care. Induction training on arrival at the practice all personnel are to complete a practice induction programme.
There may be on occasion, a requirement to carry out other tasks, this will be dependent upon factors such as workload and staffing levels:
Main duties include;
• Typing letters, reports and associated documentation as required.
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently and in the required format.
• Manage all enquires in an effective manner.
• Produce meeting agendas and record the minutes of meetings.
• Maintain an accurate referrals database.
• Action all incoming emails.
• Process calling letters as requested scanning of patient related documentation and attaching scanned documents to patients’ healthcare records.
• Input data into the patients’ healthcare records as necessary.
• Process referrals using the electronic referral system (ERS).
• Read code data on SystmOne.
• Answer incoming phone calls, transferring calls or dealing with the callers/patients at front desk requests/queries appropriately.
• Manage all administrative queries as necessary including SystmOne tasks.
• Carry out system searches as requested including accessing ERS Worklists Report daily updating patient records and referring GPs.
• Maintain a clean, tidy, effective working area at all times.
• Support all clinical staff with general administrative tasks as requested.
In addition to the primary responsibilities, the medical secretary may be requested to:
• Partake in audit as directed by the audit lead.
• Support reception staff, providing cover during staff absences.
• Support Admin staff, providing help when secretarial workload up to date. Complete opening and closing procedures in accordance with the duty rota.
• Be flexible with working hours/days/overtime when required.