Secretary

Job description

Job responsibilities

Key Tasks:

• Provide secretarial and administrative services.

• Service meetings, order lunch/refreshments as appropriate organise venues, organise agendas, ensure all invited members are informed, produce accurate minutes, follow up agreed actions and file all minutes and agendas to ensure ease of retrieval.
• Establish and maintain office systems, procedures, databases, diaries, spreadsheets, filing etc.
• To provide support and cover for the Practice Business Partner and her PA

Main Duties and Responsibilities:

• Manage, organise and prioritise the distribution of the workload.
• Actively manage the practice diaries and meetings’ schedules, organise room management and set-up any necessary equipment, be responsible for meeting agendas and minute taking for all meetings/groups.

• Produce letters, reports, protocols, presentations, minutes, databases and other documents.
• Take minutes at meetings of a confidential nature.
• Set up meetings as and when required
• Attend meetings when required and take minutes and share any actions following the meeting in a timely manner
• Respond to incoming telephone calls, deal with general enquiries and pass on messages where appropriate, exercising sound judgement skills and tact.
• Respond to calls from Health Care Professionals and deal with accordingly.
• Dealing with patient enquiries and providing patient and clinical referral information.
• Facilitate the best patient journey.
• Maintain and oversee the Choose & Book system.
• Assisting Clinicians with queries, chase ups, referrals and updating them with relevant new referral information.
• Liaising with hospital/private secretaries and other agencies e.g. University of Liverpool, Clinical Commissioning Group, Solicitors, and other Health Professionals
• Organise urgent and non-urgent referral systems using medical terminology, choose & book and e-referral systems
• Responsible for managing external e-mails received into the Practice and ensuring follow-up by an appropriate staff member.

• Provide secretarial/admin support across the practice staff groups and their meetings
• Provide secretarial/admin support for the “Zero Tolerance”/Letters to Patients to discuss Incidents invites and to organise the meetings with appropriate staff
• Provide secretarial/admin support to psychology when required
• Establishing and maintaining filing systems
• Implementing training for existing and new staff on secretarial systems
• Collation and distribution of documents as required
• Organising tasks as directed by Management Team/Partners

· Any other reasonable delegated duties considered appropriate to the post

Communication and relationships

· Liaise with members of the Practice, other NHS organisations and outside agencies as appropriate to the role.

• Communicate sensitively and effectively with others, using active listening and adapting communication style and method as necessary to meet their needs.

· Participate in meetings as appropriate.

Team working

· Understand own role and scope in the practice.

· Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner.

Organisation/Quality

·Ensure that any data entered on the computer is done accurately.

·Understand and follow the requirements of confidentiality (including the Data Protection Act) and the Freedom of Information Act and refer on any queries as appropriate.

·Participate in quality improvement initiatives, including Significant Event Analysis and PAIRS.

·Support the aims and objectives of the Practice and contribute to the on-going development of the Practice as required.

·Follow Practice policies, including Health and Safety, Security and Confidentiality.

Practice development and clinical governance

• Participate in primary healthcare team meetings when required.
• Provide data, as requested, for practice development plans and report.
• Be aware of practice policies on risk management / incident reporting and health and safety and operate appropriate procedures for minimising risk.
• Be aware of issues related to own development and be committed to participate in training and education.

Training, learning and development

· Undergo regular appraisal, supervision and training as necessary to update skills and knowledge.

· Provide training to other staff in work relevant to this post.

· Participate in the induction of new staff, students and other attached professionals

Equality and diversity

· Respect the privacy, dignity and beliefs of patients, carers, visitors and co-workers. They must be treated equally, irrespective of gender, ethnic origin, age, disability, sexual orientation, religion, etc.

· Be aware of procedures regarding protection of children and vulnerable adults, including Practice and NHS policies. Follow the guidance and policies and take action in an appropriate manner.

Management of risk / health, safety and security

· Follow Health & Safety Policies and guidelines, including fire procedures and those pertaining to clinical areas of risk. Use safe working procedures and report incidents using the incident reporting system.

· Use the personal security systems within the workplace according to Practice guidelines.

· Follow infection control procedures.

· Employees must take reasonable care for the Health and Safety of him/herself and / or others who may be affected by his/her acts or omissions at work.

· No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare.

Confidentiality

· All information relating to patients and staff gained through your employment and after leaving employment with Brownlow Health is confidential. Disclosure to any unauthorized person is a serious disciplinary offence or may result in litigation.

Other

• Any other reasonable delegated duties considered appropriate to the post.
• Give good and regular attendance.
• Maintain a tidy and organised work area.
• Preparation of refreshments, errands, spot cleaning and set up of rooms for meetings as necessary.
• This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder. 

Person Specification

Qualifications

Essential

• A sound general education to GCSE level or equivalent, or equivalent working experience.
• A good standard of grammar and spelling in the English language.
• Experience of using computers, with good keyboard skills.
• Experience of dealing with the general public, preferably in a customer service environment.
• Good administrative and organisational skills, with the ability to prioritise work.

Desirable

• Training or qualifications in customer service, administration, IT or other related areas.
• Experience of secretarial work.
• Experience of working in a GP deputy.
• Experience of using Emis Web.

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.

Employer details

Employer name

Brownlow Group Practice

Address

Brownlow Health @ Pembroke Place

70 Pembroke Place

Liverpool

Merseyside

L69 3GF

Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)