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Medical Secretary Administrator

Foundry Healthcare Lewes

The closing date is 02 May 2025

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Job summary

Join our dynamic team at Foundry Healthcare Lewes as we strive to deliver exceptional care to our community. We have a new exciting opportunity and are seeking a passionate and dedicated individual to fill the role of Junior Administration support. This position is to support our current Medical Administration team.

Main duties of the job

  • Post Management:
    • Open and sort incoming post, distributing it to the appropriate departments or individuals.
    • Prepare outgoing mail and ensure timely dispatch.
  • Document Scanning:
    • Scan and file documents accurately into the electronic health records system.
    • Ensure all scanned documents are correctly labelled and easily retrievable.
  • Patient Check-In:
    • Greet patients upon arrival and assist with the check-in process.
    • Ensure patient information is up-to-date and accurate in the system.
  • Data Entry:
    • Enter patient and clinical data into the practice's electronic health records system.
    • Maintain confidentiality at all times.
    • To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals in an accurate and quality manner.
  • Administrative Support:
    • Provide general administrative support to the practice team as required.
    • Answer phone calls and direct enquiries to the appropriate staff.
    • To update and maintain accurate patient medication records on the practice clinical computer system, including advice given and action taken
    • Develop relationships and work closely with community, hospital and the wider health system
    • Participate in practice meetings, patient participation groups and other meetings to improve engagement with the role
  • Office Organisation:
    • Maintain a tidy and organised reception and office area.
    • Ensure office supplies are stocked and reorder as necessary.

About us

Foundry is a single Practice PCN serving a population of circa 29,000 patients in the Lewes and Ringmer area of East Sussex. We operate from three surgery sites in Lewes and one in Ringmer, a mixture of both purpose built and converted buildings. Foundry aims to provide consistently excellent primary care to our local population and to develop a comprehensive population health management approach withour patients and partners.

Date posted

23 April 2025

Pay scheme

Other

Salary

£12.25 an hour

Contract

Fixed term

Duration

1 years

Working pattern

Full-time

Reference number

A4054-25-0010

Job locations

School Hill Medical Practice

33 High Street

Lewes

East Sussex

BN7 2LU


Job description

Job responsibilities

All staff have a duty to conform to the following:

Equality, Diversity and Inclusion (ED&I)

Patients and their families can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect. Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety. The post holder is to manage and assess risk within their areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines. All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the: Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 Coronavirus Act 2020 Other statutory legislation which may be brought to the post holders attention. Confidentiality This organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality and Continuous Improvement (QI and CI)

This organisation continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where staff are encouraged to make suggestions and contributions to improve our service delivery and enhance patient care.

Policies and Procedures

Staff at this organisation must adhere to the information contained within policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Learning and Development

At this organisation you will be required to complete the induction programme and you will be supported throughout the process. The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate. The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments.

Governance & Accountability

All staff must alert other team members to issues of quality and risk. Individuals should assess their own performance and take accountability for their own actions. Concerns or errors should be raised and documented in line with Significant Event protocols to enable learning and safety netting; as well as fulfilling Duty of Candour requirements.

Collaborative Working

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of appropriate information.

Managing Information

All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information. Clinical data should be reviewed and processed using accurate SNOMED codes to ensure easy and accurate information retrieval for monitoring and audit processes.

Additional Duties

This is not an exhaustive list of duties and responsibilities, but indicates the key responsibilities of the post. The post holder may be required to undertake other duties as may reasonably be expected.

Job description

Job responsibilities

All staff have a duty to conform to the following:

Equality, Diversity and Inclusion (ED&I)

Patients and their families can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect. Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety. The post holder is to manage and assess risk within their areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines. All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the: Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 Coronavirus Act 2020 Other statutory legislation which may be brought to the post holders attention. Confidentiality This organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality and Continuous Improvement (QI and CI)

This organisation continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where staff are encouraged to make suggestions and contributions to improve our service delivery and enhance patient care.

Policies and Procedures

Staff at this organisation must adhere to the information contained within policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Learning and Development

At this organisation you will be required to complete the induction programme and you will be supported throughout the process. The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate. The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments.

Governance & Accountability

All staff must alert other team members to issues of quality and risk. Individuals should assess their own performance and take accountability for their own actions. Concerns or errors should be raised and documented in line with Significant Event protocols to enable learning and safety netting; as well as fulfilling Duty of Candour requirements.

Collaborative Working

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of appropriate information.

Managing Information

All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information. Clinical data should be reviewed and processed using accurate SNOMED codes to ensure easy and accurate information retrieval for monitoring and audit processes.

Additional Duties

This is not an exhaustive list of duties and responsibilities, but indicates the key responsibilities of the post. The post holder may be required to undertake other duties as may reasonably be expected.

Person Specification

Qualifications

Essential

  • Basic Computer Skills
  • Good communication skills
  • Ability to work effectively as part of a team
  • Good attention to detail

Desirable

  • Good self-motivated can-do attitude
  • Flexible approach to workload
Person Specification

Qualifications

Essential

  • Basic Computer Skills
  • Good communication skills
  • Ability to work effectively as part of a team
  • Good attention to detail

Desirable

  • Good self-motivated can-do attitude
  • Flexible approach to workload

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

Foundry Healthcare Lewes

Address

School Hill Medical Practice

33 High Street

Lewes

East Sussex

BN7 2LU


Employer's website

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

Employer details

Employer name

Foundry Healthcare Lewes

Address

School Hill Medical Practice

33 High Street

Lewes

East Sussex

BN7 2LU


Employer's website

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

For questions about the job, contact:

Patient Services Manager

Sam Evenden

sxicb-esx.foundryhr@nhs.net

01273480888

Date posted

23 April 2025

Pay scheme

Other

Salary

£12.25 an hour

Contract

Fixed term

Duration

1 years

Working pattern

Full-time

Reference number

A4054-25-0010

Job locations

School Hill Medical Practice

33 High Street

Lewes

East Sussex

BN7 2LU


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