Job summary
Clifton Medical Practice is a 3 partner, training practice based in a purpose-built building in Clifton.
We are seeking an additional part-time Secretary for 16 hours per week to join
our friendly team, working Tuesdays and Thursdays. (Some cover for holidays and sickness will be required).
You will be part of the admin team responsible for undertaking a wide range of secretarial and administrative duties, providing a comprehensive and efficient service to GPs and other teams within the practice.
Main duties of the job
Duties can include but are not limited to processing of information (electronic and hard copy), in a timely manner, liaising with practice team members and external agencies, attending meetings, processing subject access requests and general administration to support the team.
About us
Clifton Medical Practice is a well established 3-partner training practice working from a purpose-built building. The successful applicant will join a team of 2 dedicated and hard working secretaries. The role is interesting and varied.
The clinical team consists of 3 GP partners, 5 salaried GPs, 4 registrars, 4 practice nurses, 3 healthcare assistants and a phlebotomist. A team of reception staff and administrators, which the secretarial team is part of, provides efficient support.
We are a large but friendly, supportive team and we are looking for someone to join us who is hardworking and passionate about providing a high standard of care to our patients.
Job description
Job responsibilities
The post-holder will provide a comprehensive and highly efficient administration and secretarial service to GPs and the wider team within the practice.
The post-holder is expected to work independently and manage and prioritise their workload, liaising closely with the wider administration team within the practice
Job responsibilities
- 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 a timely and quality manner
- Process referrals using eRS, maintaining up to date knowledge
- Process requests for information e.g., use of IGPR software and processing SARS requests, insurance and solicitors letters, DVLA forms and associated invoices
- To make appointments, bookings and admissions as required
- To assist with the arrangement of meetings as required and to attend meetings and take minutes e.g. Primary Care Team Meetings
- 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 if requested to do so
- File patient records and correspondence in patient medical records
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communication with others, taking messages and dealing with appropriate queries
- Deal with telephone queries from patients, general practitioners, consultants and hospitals, as well as as general departmental matters
- To assist with the gathering of statistics and information when required
- To provide cover for members of the secretarial team during periods of annual leave and sickness
- Maintain adequate supplies of office stationery in order to perform secretarial duties
- To receive and dispatch mail and maintain a pending system
- Any other duties as reasonably requested.
Job description
Job responsibilities
The post-holder will provide a comprehensive and highly efficient administration and secretarial service to GPs and the wider team within the practice.
The post-holder is expected to work independently and manage and prioritise their workload, liaising closely with the wider administration team within the practice
Job responsibilities
- 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 a timely and quality manner
- Process referrals using eRS, maintaining up to date knowledge
- Process requests for information e.g., use of IGPR software and processing SARS requests, insurance and solicitors letters, DVLA forms and associated invoices
- To make appointments, bookings and admissions as required
- To assist with the arrangement of meetings as required and to attend meetings and take minutes e.g. Primary Care Team Meetings
- 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 if requested to do so
- File patient records and correspondence in patient medical records
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communication with others, taking messages and dealing with appropriate queries
- Deal with telephone queries from patients, general practitioners, consultants and hospitals, as well as as general departmental matters
- To assist with the gathering of statistics and information when required
- To provide cover for members of the secretarial team during periods of annual leave and sickness
- Maintain adequate supplies of office stationery in order to perform secretarial duties
- To receive and dispatch mail and maintain a pending system
- Any other duties as reasonably requested.
Person Specification
Experience
Essential
- Knowledge of secretarial procedures with a minimum of 2 years' experience
- Able to update and maintain systems in a timely manner and produce information as required.
Desirable
- Previous NHS Experience
- Medical Terminology
- Minute taking and servicing meetings
Communication and relationship skills
Essential
- Ability to work as a team member
- Ability to work under pressure
- Completer finisher
- An understanding and adherence to strict confidentiality
Training and Qualifications
Essential
- 4 GCSE's or equivalent including English
- Administrative/secretarial skills
- Knowledge of using software programmes e.g., Microsoft Office
- Willingness to undertake training on medical systems
- Recognised qualification in secretarial/administration
- Ability to work without direct supervision
- Good inter-personal skills with the ability to work as part of an integrated multi-disciplinary team
- Able to work under pressure
Desirable
- Knowledge of medical terminology
- Previous NHS Experience
Person Specification
Experience
Essential
- Knowledge of secretarial procedures with a minimum of 2 years' experience
- Able to update and maintain systems in a timely manner and produce information as required.
Desirable
- Previous NHS Experience
- Medical Terminology
- Minute taking and servicing meetings
Communication and relationship skills
Essential
- Ability to work as a team member
- Ability to work under pressure
- Completer finisher
- An understanding and adherence to strict confidentiality
Training and Qualifications
Essential
- 4 GCSE's or equivalent including English
- Administrative/secretarial skills
- Knowledge of using software programmes e.g., Microsoft Office
- Willingness to undertake training on medical systems
- Recognised qualification in secretarial/administration
- Ability to work without direct supervision
- Good inter-personal skills with the ability to work as part of an integrated multi-disciplinary team
- Able to work under pressure
Desirable
- Knowledge of medical terminology
- Previous NHS Experience
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.