Job summary
We are a very busy medical centre on UEA campus, looking for a part-time GP Assistant to work 22.5 hours per week across 3 days (Wednesday, Thursday, Friday.) Includes occasional Saturday morning covering reception on a rota basis.
This is quite a complex, administrative, multi-tasking role,
covering a wide range of duties including emails, tasks, queries, file and
referral management and problem solving. A great deal of initiative is
required.
This role acts as a point of contact for all communications
between the patients, doctors, all medical centre staff and outside agencies
such as the UEA, hospitals and other secondary care providers.This
team help to maintain a close and efficient working relationship between all as
appropriate and assist in the daily running of the office administration of the
medical centre by providing an effective referrals and administrative
secretarial service, ensuring continuity of service throughout the year. You
will work as part of a team, providing support mainly to all the GPs, as well
as the other clinicians and management team.
Main duties of the job
Key Skills Required
- 5 GCSEs/O
Levels at Grade C/6 or above including Maths and English (essential)
- Office
administration experience (essential)
- Excellent
keyboard skills (essential)
- Experience
dealing with public (essential)
- Experience
with SystmOne (desirable)
- Experience
within a clinical setting (desirable)
- Strong
multitasking skills (desirable)
- Experience
of medical terminology (desirable)
- Audio
typing (desirable)
Personal Qualities Required
- Enthusiasm
and motivation
- Attention
to detail and accuracy
- Ability
to work in a team and autonomously
- Pleasant
telephone manner
- Excellent
communication skills
- Ability
to learn quickly and prioritise
- Problem
solving capabilities
- Dedication
and reliability
About us
Benefits include
- Free onsite parking
- NHS pension scheme
- Comprehensive induction
- Occupational sick pay scheme
(over and above statutory sick pay)
- Excellent working environment and
supportive practice
- Access to Blue Light card NHS discounts and
savings, including discounted membership to the award winning Sportspark on campus
- Access to UEA discounts and
savings, including heavily discounted bus
passes!
- 4 weeks annual leave (rising to 5
weeks annual leave after 2 years service) + share of bank holidays. Continuity of service will be considered in
some cases for those already working in the NHS for >2 years
Due to our peak and trough workload (which varies over
university term and vacation) there are some restrictions on taking annual
leave in university term time.
Job description
Job responsibilities
- Processing all incoming and outgoing correspondence; clinical and non-clinical, paper and electronic
- Audio typing clinical referrals, medical reports, medical certificates, general correspondence as requested
- Dealing with and troubleshooting and managing queries from doctors using a variety of communications (SystmOne, GP patient tasks, Outlook, Crescendo etc)
- Liaising with patients on behalf of the GPs. Liaising with hospital secretaries and out-patient services regarding consultant appointments for both NHS and private patients.
- Managing and processing medical reports logging requests, preparing dictated reports and invoices
- Managing, booking and monitoring appointments for all UMS consultant referrals on the national electronic booking system
- Maintaining accurate electronic records of all verbal and written communication within organisational systems (Clinical SystmOne, spreadsheets)
- Liaising with the UEA and Student Services, being mindful of confidentiality at all times.
- Coding medical records
- Assist with the registration of new patients
- Using own initiative to work out answers to queries, making phone calls to outside agencies when necessary eg; chasing up clinic letters locally and in other parts of UK, finding out when appointments will be.
- Managing and processing university medical certificates
- Redacting medical records (SARS subject access requests) accordingly and in line with protocols
- Chasing unpaid fees as requested by Business Manager
- Receiving and making telephone calls, taking/passing on messages accurately and timely in a courteous, professional manner.
- Maintaining internal and external telephone lists and contact details ensuring they are up to date
- Maintaining, receiving, ordering and accurately replenishing stationery stock
- Working with colleagues to help develop systems within the office to support the clinical and administrative staff, increase communication and increase time efficiency as the practice extends.
- To contribute towards an electronic filing system, to allow easy access to past work by all clinical and support staff to aid the practice to become more paperless
- Staff may be asked to undertake additional hours to cover for the holidays and illness of their colleagues.
Please note: This job description is not exhaustive. You will also be required to carry out any other duties appropriate to this post, under the direct of the doctors and management. Full training and support provided in-house. Confidentiality must be adhered to at all times.
Job description
Job responsibilities
- Processing all incoming and outgoing correspondence; clinical and non-clinical, paper and electronic
- Audio typing clinical referrals, medical reports, medical certificates, general correspondence as requested
- Dealing with and troubleshooting and managing queries from doctors using a variety of communications (SystmOne, GP patient tasks, Outlook, Crescendo etc)
- Liaising with patients on behalf of the GPs. Liaising with hospital secretaries and out-patient services regarding consultant appointments for both NHS and private patients.
- Managing and processing medical reports logging requests, preparing dictated reports and invoices
- Managing, booking and monitoring appointments for all UMS consultant referrals on the national electronic booking system
- Maintaining accurate electronic records of all verbal and written communication within organisational systems (Clinical SystmOne, spreadsheets)
- Liaising with the UEA and Student Services, being mindful of confidentiality at all times.
- Coding medical records
- Assist with the registration of new patients
- Using own initiative to work out answers to queries, making phone calls to outside agencies when necessary eg; chasing up clinic letters locally and in other parts of UK, finding out when appointments will be.
- Managing and processing university medical certificates
- Redacting medical records (SARS subject access requests) accordingly and in line with protocols
- Chasing unpaid fees as requested by Business Manager
- Receiving and making telephone calls, taking/passing on messages accurately and timely in a courteous, professional manner.
- Maintaining internal and external telephone lists and contact details ensuring they are up to date
- Maintaining, receiving, ordering and accurately replenishing stationery stock
- Working with colleagues to help develop systems within the office to support the clinical and administrative staff, increase communication and increase time efficiency as the practice extends.
- To contribute towards an electronic filing system, to allow easy access to past work by all clinical and support staff to aid the practice to become more paperless
- Staff may be asked to undertake additional hours to cover for the holidays and illness of their colleagues.
Please note: This job description is not exhaustive. You will also be required to carry out any other duties appropriate to this post, under the direct of the doctors and management. Full training and support provided in-house. Confidentiality must be adhered to at all times.
Person Specification
Qualifications
Essential
- 5 GCSEs/O Levels at Grade C/Level 6 or above including Maths and English (essential)
Experience
Essential
- Office administration experience
- Excellent keyboard skills
- Experience dealing with public
- Enthusiasm and motivation
- Attention to detail and accuracy
- Ability to work in a team and autonomously
- Pleasant telephone manner
- Excellent communication skills
- Ability to learn quickly and prioritise
- Problem solving capabilities
- Dedication and reliability
Desirable
- Experience with SystmOne
- Experience within a clinical setting
- Strong multitasking skills
- Experience of medical terminology
- Audio typing
Person Specification
Qualifications
Essential
- 5 GCSEs/O Levels at Grade C/Level 6 or above including Maths and English (essential)
Experience
Essential
- Office administration experience
- Excellent keyboard skills
- Experience dealing with public
- Enthusiasm and motivation
- Attention to detail and accuracy
- Ability to work in a team and autonomously
- Pleasant telephone manner
- Excellent communication skills
- Ability to learn quickly and prioritise
- Problem solving capabilities
- Dedication and reliability
Desirable
- Experience with SystmOne
- Experience within a clinical setting
- Strong multitasking skills
- Experience of medical terminology
- Audio typing
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.
