Job summary
An exciting opportunity has arisen whereby we are looking to recruit an experienced part-time secretary working 28 hours, hours to be agreed, to join our secretarial team to provide a wide range of secretarial / administrative duties and general support to the multidisciplinary teams.
The successful candidate will be an enthusiastic member of the team, with a can do attitude and able to make a valuable contribution to the overall performance of the Practice.
If you have what it takes and you are interested in working with highly motivated professionals and you meet the criteria, we would like to hear from you.
Main duties of the job
Duties include being a secretarial central point for patients, the distribution of information coming into the practice, dealing with messages and enquiries for the clinical and management teams, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
About us
Mayford House Surgery is a friendly GP Practice with 9,710 patients based in Northallerton, North Yorkshire. We are a dispensing practice, a training practice and we pride ourselves on continuous improvement. We received an overall Good rating from the CQC in December 2017, with all area and service ratings being rated as Good.
Job description
Job responsibilities
The following are the core responsibilities of the Secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
- Providing a high-level administrative service for the partners, clinical and management teams i.e., dealing with the post, typing of letters, actioning direct requests for reports from insurance companies/DVLA, and requests for copies of GP records from solicitors/police/patients.
- Actioning referrals requested by the clinical team and booking appointments with secondary care as required.
- Scanning of patient related documentation and attaching scanned documents to patients healthcare records, including read coding of diagnoses/procedures, in line with the practice letter management protocol.
- Summarising of patient notes
- Photocopy documentation as required
- Managing telephone enquiries as necessary in an efficient manner
- Actioning incoming e-mails as appropriate
- Initiating contact with and responding to requests from patients, team members and external agencies
- Liaise with the medical examiner office regarding deceased patients.
- Transfer of GP paper records via PCSE
- Liaise with PCSE in relation to registration queries.
- Support all clinical and admin' staff with general tasks as requested
- Maintain a clean, tidy, effective working area at all times
Job description
Job responsibilities
The following are the core responsibilities of the Secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
- Providing a high-level administrative service for the partners, clinical and management teams i.e., dealing with the post, typing of letters, actioning direct requests for reports from insurance companies/DVLA, and requests for copies of GP records from solicitors/police/patients.
- Actioning referrals requested by the clinical team and booking appointments with secondary care as required.
- Scanning of patient related documentation and attaching scanned documents to patients healthcare records, including read coding of diagnoses/procedures, in line with the practice letter management protocol.
- Summarising of patient notes
- Photocopy documentation as required
- Managing telephone enquiries as necessary in an efficient manner
- Actioning incoming e-mails as appropriate
- Initiating contact with and responding to requests from patients, team members and external agencies
- Liaise with the medical examiner office regarding deceased patients.
- Transfer of GP paper records via PCSE
- Liaise with PCSE in relation to registration queries.
- Support all clinical and admin' staff with general tasks as requested
- Maintain a clean, tidy, effective working area at all times
Person Specification
Experience
Essential
- Experience of administrative duties
- Experience of working in a health care setting
Desirable
- Experience of working in primary care
Qualifications
Essential
- GCSE grade A to C in English and Maths
- Secretarial Qualification or experience
- NVQ Level 2 business and administration for experience
- IT qualifications i.e. word, Excel, Outlook
Knowledge and skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Systmone user skills
- Knowledge of Medical Terminology
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Desirable
- Experience of using e-rs (choose & book system)
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
Person Specification
Experience
Essential
- Experience of administrative duties
- Experience of working in a health care setting
Desirable
- Experience of working in primary care
Qualifications
Essential
- GCSE grade A to C in English and Maths
- Secretarial Qualification or experience
- NVQ Level 2 business and administration for experience
- IT qualifications i.e. word, Excel, Outlook
Knowledge and skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Systmone user skills
- Knowledge of Medical Terminology
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Desirable
- Experience of using e-rs (choose & book system)
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
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.
