Job summary
Here at Island City Practice we are looking for a committed, enthusiastic and highly motivated team member to join our busy Administration and Secretarial Team.
Main duties of the job
The successful candidate will be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers and in accordance with current policies, including the use of the electronic referral service (ERS).
About us
General Practice is changing at pace, and we see this as a positive and opportunistic challenge. We are proud of the working environment we have created for our colleagues. Island City Practice was formed following a successful merger between Lake Road Practice and Sunnyside Medical Centre providing efficiency of scale.
Our list size is 37,500 patients. We have a team of more than 100 staff which includes 8 GP partners, 10 salaried GPs, 1 nurse practitioner partner, 1 managing partner and multiple allied health practitioners.
Our patients rate us as an 'Excellent' '5 star' practice from Working Feedback reviews.
SystmOne is used for patient notes. This is shared across community healthcare teams throughout the city improving communications and increasing patient safety.
We provide a Clinical Assessment Service similar to telephone triage for paramedics, A&E attendees and 111 callers eligible to be assessed by a GP. We can prescribe or book appointments for patients at their own surgery and if needed dispatch an ambulance.
We provide a wide range of in-house services including LARC, joint injections, occupational health, medicals and acupuncture.
We are an established training practice hosting FY2's, GP VTS, paramedic and nurse practitioner trainees as well as medical students with strong links to the new Portsmouth Medical School.
Job description
Job responsibilities
The following are the core responsibilities of the Administrative and Secretarial Clerk. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Appropriate training will be provided as required:
- Processing incoming and outgoing mail
- Photocopy documentation as required
- Process
letters as requested.
- Process
referrals to external agencies such as secondary care.
- Input
data into patients healthcare records as necessary.
- Process
referrals using the electronic referral system (ERS).
- Process
requests for information i.e. SAR insurance / solicitors letters and DVLA forms.
- Process
and management of private work, such as private medical appointments.
- Read
code data on SystmOne.
- Dealing
with incoming and outgoing phone calls, transferring calls or dealing with the callers
requests in an efficient, tactful, professional, and compassionate manner.
- Manage
all administrative queries as necessary.
- Carry
out system searches as requested.
- Support
all clinical staff with general administrative tasks as requested.
- Management
and processing of Anima requests.
- Where
necessary, liaise with patients and ensure that referrals are promptly managed
using audio typing or dedicated software programs.
- Daily
checking of referral status to include advice and guidance requests, 2 week
waits and urgent appointments.
- To inform
GPs of triage/advice and guidance replies and to update patient records.
- To make
use of information technology and to be involved with changing technology as it
becomes available.
- Take
part in external and internal training courses and meetings as required.
- To
manage efficiently
the death protocol, ensuring clear communication with the Medical Examiner.
Job description
Job responsibilities
The following are the core responsibilities of the Administrative and Secretarial Clerk. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Appropriate training will be provided as required:
- Processing incoming and outgoing mail
- Photocopy documentation as required
- Process
letters as requested.
- Process
referrals to external agencies such as secondary care.
- Input
data into patients healthcare records as necessary.
- Process
referrals using the electronic referral system (ERS).
- Process
requests for information i.e. SAR insurance / solicitors letters and DVLA forms.
- Process
and management of private work, such as private medical appointments.
- Read
code data on SystmOne.
- Dealing
with incoming and outgoing phone calls, transferring calls or dealing with the callers
requests in an efficient, tactful, professional, and compassionate manner.
- Manage
all administrative queries as necessary.
- Carry
out system searches as requested.
- Support
all clinical staff with general administrative tasks as requested.
- Management
and processing of Anima requests.
- Where
necessary, liaise with patients and ensure that referrals are promptly managed
using audio typing or dedicated software programs.
- Daily
checking of referral status to include advice and guidance requests, 2 week
waits and urgent appointments.
- To inform
GPs of triage/advice and guidance replies and to update patient records.
- To make
use of information technology and to be involved with changing technology as it
becomes available.
- Take
part in external and internal training courses and meetings as required.
- To
manage efficiently
the death protocol, ensuring clear communication with the Medical Examiner.
Person Specification
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of administrative duties
- Experience of working in a health care setting
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Person Specification
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of administrative duties
- Experience of working in a health care setting
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
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.
