Job summary
Ireland Wood
& Horsforth Medical Practice are seeking an experienced Secretary to
support services within our Eye Clinic department based at Ireland Wood
Surgery, Leeds. This is both a demanding and rewarding role and it is essential
that the successful applicant can work effectively as part of the team,
supporting and assisting colleagues, whilst also using their own initiative to
prioritise and manage a diverse workload.
The post holder
will be responsible for the effective provision of all secretarial services to
a team of Consultants, GPs and Optometrists.
Previous
Secretarial experience and knowledge of medical terminology would be preferred
but is not essential. Recent secretarial experience is essential.
Main duties of the job
The post holder
is responsible for Eye Clinic secretarial support using dictation software and
other means of secretarial paperwork. The post holder will work closely with
the Eye Clinic team and be responsible for various secretarial requirements,
such as e-Referral administration and associated referrals.
Applicants must
have an excellent interpersonal, organisational and time management skills,
whilst being able to work under pressure and a committed team plater.
About us
We are a friendly, hard working team working in a modern building in Leeds.
Full time equivalent annual leave entitlement is 5 weeks, plus 8 bank holidays per annum. The Practice also runs the NHS contributory pension scheme.
Job description
Job responsibilities
The post holder is responsible for Eye Clinic secretarial support using dictation software and other means of secretarial paperwork. The post holder will work closely with the Eye Clinic team and be responsible for various secretarial requirements, such as e-Referral administration and associated referrals.
Main Duties and Responsibilities
Type up dictated letters from Dictate-IT using relevant templates and emailing to GPs and Optometrists
- Use e-referral system to refer IWS and NCS patients to LTHT. Refer private patients via interprovider transfer route
- Provide clerical support for the Eye Clinic Doctors including recording clinical information, preparing and sending appointment letters.
- Scan letters which need to be sent electronically with referrals
- Check and action NHS email (both personal and practice) and internal EMIS email
- Reception cover and processing of Acute Clinic referrals
- Check tasks on EMIS web, taking necessary action by contacting patients or hospitals etc.
- Create and edit referral and other letter templates in EMIS web documents
- Answer telephone and deal with enquiries relating to referrals, letters etc
- Record new patients e-referral info (UBRN reference numbers etc) into the relevant excel spreadsheet
- Any arising ad hoc admin tasks to support the Eye Clinic, prioritising work as demonstrated.
- Maintain organised patient review bundles, including printing previous consultations, then marking, filing and/or booking as appropriate. (Also be mindful of age, physical ability and past medical history when choosing time slots. Annotate every appointment slot as instructed). Communicating with patients by phone and letter to confirm appointment, sending out all relevant paperwork and/or texting using the text messaging software
- Monitor DNA process
- Dealing with inappropriate referrals and recording on a spreadsheet
- Carry out weekly referral audits via Leeds Care Record to ensure referral is received and triaged by LTHT
- Carry out the partners instructions and requests, and also those of the Eye Clinic Team Leader, whilst also working to their own initiative, once appropriately trained
- To provide cover, when necessary, for colleagues who may be absent as a result of holidays or illness
- Pass all incoming mail onto the Eye Clinic Team Leader. Prepare outgoing mail ensuring it is correctly labeled and franked where appropriate
- Any other duties that may be requested by the Senior Management team with the Partners reserving the right to amend the job description subject to business requirements
Ensure the waiting area is tidy and patient-friendly
Photocopying of documents as required
Report low stock levels for stationery
Job description
Job responsibilities
The post holder is responsible for Eye Clinic secretarial support using dictation software and other means of secretarial paperwork. The post holder will work closely with the Eye Clinic team and be responsible for various secretarial requirements, such as e-Referral administration and associated referrals.
Main Duties and Responsibilities
Type up dictated letters from Dictate-IT using relevant templates and emailing to GPs and Optometrists
- Use e-referral system to refer IWS and NCS patients to LTHT. Refer private patients via interprovider transfer route
- Provide clerical support for the Eye Clinic Doctors including recording clinical information, preparing and sending appointment letters.
- Scan letters which need to be sent electronically with referrals
- Check and action NHS email (both personal and practice) and internal EMIS email
- Reception cover and processing of Acute Clinic referrals
- Check tasks on EMIS web, taking necessary action by contacting patients or hospitals etc.
- Create and edit referral and other letter templates in EMIS web documents
- Answer telephone and deal with enquiries relating to referrals, letters etc
- Record new patients e-referral info (UBRN reference numbers etc) into the relevant excel spreadsheet
- Any arising ad hoc admin tasks to support the Eye Clinic, prioritising work as demonstrated.
- Maintain organised patient review bundles, including printing previous consultations, then marking, filing and/or booking as appropriate. (Also be mindful of age, physical ability and past medical history when choosing time slots. Annotate every appointment slot as instructed). Communicating with patients by phone and letter to confirm appointment, sending out all relevant paperwork and/or texting using the text messaging software
- Monitor DNA process
- Dealing with inappropriate referrals and recording on a spreadsheet
- Carry out weekly referral audits via Leeds Care Record to ensure referral is received and triaged by LTHT
- Carry out the partners instructions and requests, and also those of the Eye Clinic Team Leader, whilst also working to their own initiative, once appropriately trained
- To provide cover, when necessary, for colleagues who may be absent as a result of holidays or illness
- Pass all incoming mail onto the Eye Clinic Team Leader. Prepare outgoing mail ensuring it is correctly labeled and franked where appropriate
- Any other duties that may be requested by the Senior Management team with the Partners reserving the right to amend the job description subject to business requirements
Ensure the waiting area is tidy and patient-friendly
Photocopying of documents as required
Report low stock levels for stationery
Person Specification
Qualifications
Essential
- GCSE grade 7 to 4 (A to C) in English and Maths
- Secretarial qualification/equivalent skills
Desirable
- CLAiT 2/3 or equivalent qualification
- ECDL
Experience
Essential
- Secretarial qualification/equivalent experience
Desirable
- Experience of working in general practice and/or secondary care is desirable
Knowledge and Experience
Essential
- Secretarial qualification/equivalent skills
- IT Literate
- Sound and working knowledge of Windows/Microsoft Office
- Sound and working knowledge of Excel and database systems (transferable skills)
- Awareness of data security requirements
- Excellent communication and interpersonal skills
- Excellent written communication skills
- Time management
- Listening skills
- Diplomacy & conflict management skills
- Full understanding of the need for confidentiality
- Able to work flexibly and adapt accordingly
- Willing to undergo CPD, mandatory and professional training
- Ability to work under pressure
- Excellent punctuality and timekeeping
Desirable
- CLAiT 2/3 or equivalent qualification
- ECDL
- Knowledge of clinical software e.g. Emis Web or other
- Experience in GP environment/Primary Care/NHS
- Car owner
Person Specification
Qualifications
Essential
- GCSE grade 7 to 4 (A to C) in English and Maths
- Secretarial qualification/equivalent skills
Desirable
- CLAiT 2/3 or equivalent qualification
- ECDL
Experience
Essential
- Secretarial qualification/equivalent experience
Desirable
- Experience of working in general practice and/or secondary care is desirable
Knowledge and Experience
Essential
- Secretarial qualification/equivalent skills
- IT Literate
- Sound and working knowledge of Windows/Microsoft Office
- Sound and working knowledge of Excel and database systems (transferable skills)
- Awareness of data security requirements
- Excellent communication and interpersonal skills
- Excellent written communication skills
- Time management
- Listening skills
- Diplomacy & conflict management skills
- Full understanding of the need for confidentiality
- Able to work flexibly and adapt accordingly
- Willing to undergo CPD, mandatory and professional training
- Ability to work under pressure
- Excellent punctuality and timekeeping
Desirable
- CLAiT 2/3 or equivalent qualification
- ECDL
- Knowledge of clinical software e.g. Emis Web or other
- Experience in GP environment/Primary Care/NHS
- Car owner
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.
