Job summary
Are you looking for an administrative opportunity to support our frontline healthcare professionals deliver outstanding patient care at Victoria Surgery.
We are looking for aSecretarial Assistant to work as part of the Secretarial and Admin Team. The post is for 37.5 hours per week, Monday to Friday 8.30am-4.30pm.
We are looking for people that can confidently use word processing software, have good typing skills and can produce typed documents with an excellent standard of punctuation, spelling and grammar.
To us it is more important that you are willing to learn, hardworking and share our surgery values.
Main duties of the job
The following are the core responsibilities of the secretarial administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
- Co-ordinate and process Subject Access Requests for medical records
- Ensure that all contacts from patients and third parties, over the telephone and electronically, are greeted in a friendly helpful manner and handled courteously, efficiently and confidentially at all times and in line with practice policies and procedures.
- Ensure that the filing and recording of patient information both electronic and manual is promptly handled with care.
- Undertake all Clinical Referrals on behalf of the clinical team.
- Send letters to patients for follow up appointments as necessary (e.g. contraception, long term conditions etc) using relevant templates
- Code range of clinical details into notes in line with agreed protocols/procedures
- Help to ensure that the surgery premises are kept safe and tidy at all times
About us
Victoria Surgery is a well-established and friendly practice in the centre of town caring for a patient population of approximately 11,000. Our team recognises the importance of a good work-life balance.
Our practice team consists of 9 list holding GPs and a dedicated clinical team including, clinical pharmacists, nurse practitioner, 1 nurses and a trainee nursing associated. We are supported by a full management, administration and dispensary team.
We are part of the Bury St Edmunds Primary Care Network and the successful candidate will work alongside a team of Paramedics, Social Prescriber, Health and Wellbeing Coach, Care Coordinators and Pharmacy Technician.
We place great value on our staff and offer the NHS Pension Scheme.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification for
further information regarding this role. If you have any further questions or
wish to arrange an informal discussion regarding this role, please don't
hesitate to get in touch.
A copy of the job descripton can be downloaded before this job advert has closed. This can be used for reference if invited for interview.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification for
further information regarding this role. If you have any further questions or
wish to arrange an informal discussion regarding this role, please don't
hesitate to get in touch.
A copy of the job descripton can be downloaded before this job advert has closed. This can be used for reference if invited for interview.
Person Specification
Qualifications
Essential
- Educated to GSCE standard including Grade C or Level 4 in English or Equivalent Skills in Written English Language (Proof of grades may be requested)
- RSA II typing or equivalent typing experience
Desirable
- NVQ2 in Business administration or equivalent
Experience
Essential
- Experience of working in a customer-focused environment
- Experience of working with different computer software eg email, internet etc
Desirable
- Experience of working in a health care setting
- NHS / Primary Care General Practice experience
- Previous medical secretarial experience
- Experience with NHS software systems
- Experience of working with confidential material
Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Competent in the use of Office and Outlook
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Ability to network and build relationships
Desirable
- Systmone Experience
- Understanding of Clinical coding
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Other Criteria
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
Person Specification
Qualifications
Essential
- Educated to GSCE standard including Grade C or Level 4 in English or Equivalent Skills in Written English Language (Proof of grades may be requested)
- RSA II typing or equivalent typing experience
Desirable
- NVQ2 in Business administration or equivalent
Experience
Essential
- Experience of working in a customer-focused environment
- Experience of working with different computer software eg email, internet etc
Desirable
- Experience of working in a health care setting
- NHS / Primary Care General Practice experience
- Previous medical secretarial experience
- Experience with NHS software systems
- Experience of working with confidential material
Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Competent in the use of Office and Outlook
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Ability to network and build relationships
Desirable
- Systmone Experience
- Understanding of Clinical coding
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Other Criteria
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
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.
