Job summary
St Austell Healthcare are looking for an enthusiastic administrator to help support our secretarial team. This is a fast-paced environment where good IT and organisational skills are vital. Our Secretarial Team needs to maintain a positive and consistent can do attitude, treating everyone with dignity and respect in line with the surgerys ethos.
Benefits include:
- NHS pension scheme membership
- 6 weeks holiday plus bank holidays per year (pro rata)
- Electric car and bike salary sacrifice schemes
- Free staff wellbeing support
Working hours are between 8 am to 6pm Monday - Friday with occasional Saturday work with advance notice.
Main duties of the job
MAIN DUTIES AND RESPONSIBILITIES:
Including,
but not limited to:
-
Answering and dealing with phone calls promptly;
- Processing daily reports;
- Checking and dealing with Secretarial team emails;
- Contacting patients for appointments;
- Checking post tray and dealing with contents where
appropriate;
- Scanning information from patients onto S1;
- Processing documents;
- Processing Ophthalmology & ENT referrals from
scanned documents;
- Contacting hospitals and opticians etc for further
information when needed;
- Tasks:
o Updating task headers and
urgency where appropriate;
o Checking for results and
updating tasks to enable Secretaries to process referrals;
o Scanning of medical
records;
o Contacting patients for
consent;
o Acknowledging and
recording receipt of requests;
o Adding to IGPR system.
Other administrative tasks as and when needed by the Secretarial
team or Managers.
About us
St Austell Healthcare has a strong
multidisciplinary team comprising GPs, ANPs, Nurses, Paramedics and Pharmacists
and an ethos for innovation and collaboration with health and social care
partners.
We are an award winning, happy team and take pride in our work and the
care we offer our 38,000 patients.
We are constantly seeking new ways of working to
enhance service provision and the patient experience, introducing new
technologies and methods of working to meet the expectations of our patient
group. We are ambitious and wish to provide the best service we can for the
people of St Austell.
Job description
Job responsibilities
JOB SUMMARY:
To provide general admin and clerical support to the
medical secretary team.
MAIN DUTIES AND RESPONSIBILITIES:
Including,
but not limited to:
-
Answering and dealing with phone calls promptly;
- Processing daily reports;
- Checking and dealing with Secretarial team emails;
- Contacting patients for appointments;
- Checking post tray and dealing with contents where
appropriate;
- Scanning information from patients onto S1;
- Processing documents;
- Processing Ophthalmology & ENT referrals from
scanned documents;
- Contacting hospitals and opticians etc for further
information when needed;
- Tasks:
o Updating task headers and
urgency where appropriate;
o Checking for results and
updating tasks to enable Secretaries to process referrals;
o Scanning of medical
records;
o Contacting patients for
consent;
o Acknowledging and
recording receipt of requests;
o Adding to IGPR system.
Clinical Governance
- Contribute to the development and maintenance of sound clinical governance and risk management.
- Support the development/implementation on any new ways of working/policies that need to be introduced across the SAH.
- Support SAHC in operating a quality assurance but no blame culture that adheres to best practice around incident reporting and whistle blowing.
Engagement with Patients, Internal and External Stakeholders
- Initiate, develop and maintain excellent third party relationships e.g. with CCGs, NHSE Area Teams, sub-contractor providers, patient groups, local community health teams and other stakeholders to grow, maintain and support service and performance delivery.
- To ensure patient surveys are undertaken, analysed and action plans are developed and acted upon
Confidentiality
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
- All such information from any source is to be regarded as strictly confidential.
Equality and Diversity
The postholder will support the equality, diversity and rights of patients, carers and colleagues to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The postholder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Health and Safety
- The postholder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual and the practice infection control policy and published procedures.
Appraisal/ Objective setting
- The post holder will participate in an annual review of their performance during the previous year and agree objectives to be met in the next year. These will be reviewed at agreed points during the year. The annual appraisal will be undertaken by the line manager and a designated GP Partner may be present.
Communication
The postholder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Quality
The postholder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resources.
Contribution to the implementation of services
The postholder will:
- Apply practice policies, standards and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate
Job description
Job responsibilities
JOB SUMMARY:
To provide general admin and clerical support to the
medical secretary team.
MAIN DUTIES AND RESPONSIBILITIES:
Including,
but not limited to:
-
Answering and dealing with phone calls promptly;
- Processing daily reports;
- Checking and dealing with Secretarial team emails;
- Contacting patients for appointments;
- Checking post tray and dealing with contents where
appropriate;
- Scanning information from patients onto S1;
- Processing documents;
- Processing Ophthalmology & ENT referrals from
scanned documents;
- Contacting hospitals and opticians etc for further
information when needed;
- Tasks:
o Updating task headers and
urgency where appropriate;
o Checking for results and
updating tasks to enable Secretaries to process referrals;
o Scanning of medical
records;
o Contacting patients for
consent;
o Acknowledging and
recording receipt of requests;
o Adding to IGPR system.
Clinical Governance
- Contribute to the development and maintenance of sound clinical governance and risk management.
- Support the development/implementation on any new ways of working/policies that need to be introduced across the SAH.
- Support SAHC in operating a quality assurance but no blame culture that adheres to best practice around incident reporting and whistle blowing.
Engagement with Patients, Internal and External Stakeholders
- Initiate, develop and maintain excellent third party relationships e.g. with CCGs, NHSE Area Teams, sub-contractor providers, patient groups, local community health teams and other stakeholders to grow, maintain and support service and performance delivery.
- To ensure patient surveys are undertaken, analysed and action plans are developed and acted upon
Confidentiality
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
- All such information from any source is to be regarded as strictly confidential.
Equality and Diversity
The postholder will support the equality, diversity and rights of patients, carers and colleagues to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The postholder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Health and Safety
- The postholder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual and the practice infection control policy and published procedures.
Appraisal/ Objective setting
- The post holder will participate in an annual review of their performance during the previous year and agree objectives to be met in the next year. These will be reviewed at agreed points during the year. The annual appraisal will be undertaken by the line manager and a designated GP Partner may be present.
Communication
The postholder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Quality
The postholder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resources.
Contribution to the implementation of services
The postholder will:
- Apply practice policies, standards and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate
Person Specification
Skills
Essential
- Effective oral communication and interpersonal skills
- Good level of computer literacy
- Clear, polite telephone manner
- Strong Customer service skills
- Ability to use own initiative and work under minimum supervision
- Confidence and ability to follow practice protocol in an emergency situation or lone working
- Able to work well as part of a team
- Flexible approach to work
- Sensitive to the needs of service users, their families and carers
- Trustworthy, honest
- Recognise own development needs and identify how these may be met
- Ability to remain calm, friendly and professional under pressure
- Ability to maintain workload in a fast paced environment
Desirable
- Demonstrable communication and people skills
- Developing productive and effective relationships with all members of the healthcare team
- Ability to deal with sensitive issues within hostile or emotional situations
- Ability to communicate complex and sensitive or contentious information with tact, diplomacy and understanding
- Evidence of problem solving and improving processes
Qualifications
Essential
- Educated to GCSE grade C and above in Maths and English, or equivalent, (or substantial experience in similar role will be considered)
Desirable
- A levels or equivalent qualifications
- NVQII in customer care
- AMSPAR certificate
- CLAIT qualification
- NVQ level 3 in administration
- or equivalent experience
Experience
Essential
- Good Keyboard skills
- Experience of working in a busy fast paced environment
- Awareness of confidentiality and data protection when handling sensitive information
Desirable
- Experience of working in within a General Practice environment
- Up-to date knowledge of services and health resources in the local area
- Knowledge of the Data Protection Act and how this is applied in practice
- Experience of using SystmOne
- Administration experience preferably in a medical environment
- Knowledge of Data Protection Act and the Access to Medical Records Act
- Previous experience of working in a pressured and fast paced environment
Person Specification
Skills
Essential
- Effective oral communication and interpersonal skills
- Good level of computer literacy
- Clear, polite telephone manner
- Strong Customer service skills
- Ability to use own initiative and work under minimum supervision
- Confidence and ability to follow practice protocol in an emergency situation or lone working
- Able to work well as part of a team
- Flexible approach to work
- Sensitive to the needs of service users, their families and carers
- Trustworthy, honest
- Recognise own development needs and identify how these may be met
- Ability to remain calm, friendly and professional under pressure
- Ability to maintain workload in a fast paced environment
Desirable
- Demonstrable communication and people skills
- Developing productive and effective relationships with all members of the healthcare team
- Ability to deal with sensitive issues within hostile or emotional situations
- Ability to communicate complex and sensitive or contentious information with tact, diplomacy and understanding
- Evidence of problem solving and improving processes
Qualifications
Essential
- Educated to GCSE grade C and above in Maths and English, or equivalent, (or substantial experience in similar role will be considered)
Desirable
- A levels or equivalent qualifications
- NVQII in customer care
- AMSPAR certificate
- CLAIT qualification
- NVQ level 3 in administration
- or equivalent experience
Experience
Essential
- Good Keyboard skills
- Experience of working in a busy fast paced environment
- Awareness of confidentiality and data protection when handling sensitive information
Desirable
- Experience of working in within a General Practice environment
- Up-to date knowledge of services and health resources in the local area
- Knowledge of the Data Protection Act and how this is applied in practice
- Experience of using SystmOne
- Administration experience preferably in a medical environment
- Knowledge of Data Protection Act and the Access to Medical Records Act
- Previous experience of working in a pressured and fast paced environment
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.
