Job summary
We are a very busy medical centre on UEA campus, looking for a GP Assistant to work 37.5 hours per week across 5 days. Includes occasional Saturday morning covering reception on a rota basis.
Shift pattern:
- Mon 08:30-17:30 (8.5hrs)
- Tues 08:30-17:30 (8.5hrs)
- Wed 08:30-12.00 (3.5hrs)
- Thu 08:30-17:30 (8.5hrs)
- Fri 08:30-17:30 (8.5hrs)
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. Please note: 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, particularly in October
and November.
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.
