Job summary
An exciting opportunity has arisen to become part of a multidisciplinary team based at the Oxford Centre in Longbenton. With free parking and easy access to Longbenton metro station, this role is to support our clinical team.
This role is for 25 hours per week over 3 days however we would consider differing hours for the right candidate.
Monday
Tuesday
Wednesday (long day) 7.30am-8pm (half hour lunch)
Cover for staff absence will be required. This will include some evenings and weekend work.
NWNTPCN is a group of 8 GP practices working together to provide services within North Tyneside for their patients. We have a population size of approximately 70,000 patients.
This role would be primarily based at our hub in the Oxford Centre in Longbenton, however there is the possibility of working within our practices if necessary.
This role, working alongside 2 other administrative staff members, would 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 in accordance with current policies, including the use of the
electronic referral service (ERS).
The role would be using Systemone clinical system.
Main duties of the job
The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Typing letters, reports and associated documentation as required
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Manage all enquires in an effective manner
Maintain an accurate referrals database
Process calling letters as requested
Scanning of patient related documentation and attaching scanned documents to patients healthcare records
Input data into the patients healthcare records as necessary
Process referrals using the electronic referral system (ERS)
Read code data on SystemOne
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
Manage all administrative queries as necessary
Carry out system searches as requested
Maintain a clean, tidy, effective working area at all times
Support all clinical staff with general administrative tasks as requested
In addition to the primary responsibilities, the medical secretary may be requested to:
Support reception staff, providing cover during staff absences
Complete opening and closing procedures in accordance with the duty rota
Manage the appointment book for clinical staff and patients including booking appointments, cancelling, rescheduling, management of clinics
Support the management team in audits and rotas
About us
NWNTPCN is a group of 8 GP practices in North Tyneside with a population of approx 70,000 patients providing medical and health services with a multidisciplinary team across multiple sites.
The employing organisation for this role would be Tynehealth Ltd
Job description
Job responsibilities
The role would be in employment with Tynehealth and managed by the PCN.
The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Typing letters, reports and associated documentation as required
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Manage all enquires in an effective manner
Maintain an accurate referrals database
Action all incoming emails / tasks
Process calling letters as requested
Scanning of patient related documentation and attaching scanned documents to patients healthcare records
Input data into the 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
Read code data on SystemOne
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
Manage all administrative queries as necessary
Carry out system searches as requested
Maintain a clean, tidy, effective working area at all times
Support all clinical staff with general administrative tasks as requested
In addition to the primary responsibilities, the medical secretary may be requested to:
Support reception staff, providing cover during staff absences
Manage the appointment book / clinics
Complete opening and closing procedures in accordance with the duty rota
Keep up to date with mandatory training and adhere to policies and procedures within the organisation.
Staff the front desk / phone lines
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety
and security as defined in the PCN Health & Safety Policy, to include:
Using personal security systems within the workplace according to PCN guidelines
Identifying the risks involved in work activities and undertaking such activities in a way
that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and
safe way and free from hazards
Reporting potential risks identified.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and
colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in
a way that is consistent with PCN procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental
and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the PCN as part
of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility
for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and
demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the PCN, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or
under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities
and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team
and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize peoples needs for alternative methods of communication and respond
accordingly.
Job description
Job responsibilities
The role would be in employment with Tynehealth and managed by the PCN.
The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Typing letters, reports and associated documentation as required
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Manage all enquires in an effective manner
Maintain an accurate referrals database
Action all incoming emails / tasks
Process calling letters as requested
Scanning of patient related documentation and attaching scanned documents to patients healthcare records
Input data into the 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
Read code data on SystemOne
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
Manage all administrative queries as necessary
Carry out system searches as requested
Maintain a clean, tidy, effective working area at all times
Support all clinical staff with general administrative tasks as requested
In addition to the primary responsibilities, the medical secretary may be requested to:
Support reception staff, providing cover during staff absences
Manage the appointment book / clinics
Complete opening and closing procedures in accordance with the duty rota
Keep up to date with mandatory training and adhere to policies and procedures within the organisation.
Staff the front desk / phone lines
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety
and security as defined in the PCN Health & Safety Policy, to include:
Using personal security systems within the workplace according to PCN guidelines
Identifying the risks involved in work activities and undertaking such activities in a way
that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and
safe way and free from hazards
Reporting potential risks identified.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and
colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in
a way that is consistent with PCN procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental
and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the PCN as part
of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility
for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and
demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the PCN, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or
under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities
and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team
and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize peoples needs for alternative methods of communication and respond
accordingly.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- Relevant Healthcare Training Courses
Knowledge and Skills
Essential
- - Flexibility to provide cover for staff leave
- - Excellent communication skills (written and oral)
- - Strong IT skills, including audio typing
- - Clear, polite telephone manner
- - Competent in the use of Office and Outlook
- - Effective time management (Planning & Organising)
- - Ability to work as a team member and autonomously
- - Good interpersonal skills
- - Problem solving & analytical skills
- - Ability to follow policy and procedure
- - Polite and confident
- - Flexible and cooperative
- - Motivated
- - Forward thinker
- - High levels of integrity and loyalty
- - Sensitive and empathetic in distressing situations
- - Ability to work under pressure
Experience
Essential
- - Ability to work well with the general public
- - Ability to perform administrative duties well
- - Ability to successfully manage workload
- - Ability to prioritise tasks
- - Ability to work well in a multidisciplinary team
- - Ability to work with confidential, sensitive patient information
- - Punctual
- - Motivated
- - Enthusiastic
- - Presentable
Desirable
- - Ability to work in a GP practice
- - Experience of working with primary care referrals and/or e-referral service
- - Full drivers license
- - Experience in using systemone clinical system
- - Experience of working in a health care setting
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- Relevant Healthcare Training Courses
Knowledge and Skills
Essential
- - Flexibility to provide cover for staff leave
- - Excellent communication skills (written and oral)
- - Strong IT skills, including audio typing
- - Clear, polite telephone manner
- - Competent in the use of Office and Outlook
- - Effective time management (Planning & Organising)
- - Ability to work as a team member and autonomously
- - Good interpersonal skills
- - Problem solving & analytical skills
- - Ability to follow policy and procedure
- - Polite and confident
- - Flexible and cooperative
- - Motivated
- - Forward thinker
- - High levels of integrity and loyalty
- - Sensitive and empathetic in distressing situations
- - Ability to work under pressure
Experience
Essential
- - Ability to work well with the general public
- - Ability to perform administrative duties well
- - Ability to successfully manage workload
- - Ability to prioritise tasks
- - Ability to work well in a multidisciplinary team
- - Ability to work with confidential, sensitive patient information
- - Punctual
- - Motivated
- - Enthusiastic
- - Presentable
Desirable
- - Ability to work in a GP practice
- - Experience of working with primary care referrals and/or e-referral service
- - Full drivers license
- - Experience in using systemone clinical system
- - Experience of working in a health care setting
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.