Chorlton Family Practice

Secretary team leader

The closing date is 20 June 2025

Job summary

An exciting opportunity has arisen for a friendly, confident, enthusiastic and energetic person to work as a team leader with our secretarial team at our busy training Practice. The role is to support the doctors and health professionals, involving word processing and audio typing skills with general administrative work. Confidentiality, diplomacy, good people and IT skills, smart appearance and a good sense of humour are all essential requirements for this post. Main duties of the job are to oversee the daily workflow of the secretarial team, monitor inboxes, maintain efficient systems for tracking referral deadlines and correspondence turnaround times, facilitate team meeting and annual appraisals for the secretarial team, alongside other duties.

Main duties of the job

You'll lead and oversee the secretarial team, ensuring they operate efficiently and meet all deadlines.

Be able 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 etc. in an accurate and quality manner. Full responsibility of electronic referral management system.

Experience of working on Emis and Lexacom.

About us

Chorlton Family Practice is a well-established and dynamic GP practice committed to providing high-quality, patient-centered care to our diverse community in Chorlton. We pride ourselves on our collaborative and supportive working environment, where every member of our team plays a vital role in delivering excellent healthcare services.

Our dedicated team comprises:

GP Partners:6 experienced and dedicated GP partners who provide clinical leadership and direction.
Salaried GPs:6 Salaried GPs, who contribute to the delivery of a wide range of primary care services.
GP Trainees:We are proud to be a training practice, supporting the development of future GPs.
Practice Nurses/Health care assistants:7 highly skilled Practice Nurses and Health Care Assistants who provide essential nursing care, including chronic disease management, immunisations, and health promotion.
Pharmacy Technicians:3 Pharmacists who play a crucial role in medication reviews, prescribing support, and medicines management.
Urgent Care Teams:We work with a team of Nurse Prescribers and Advanced Clinical Practitioners to supplement our services.
Administrative and Support Staff:Our dedicated administrative, reception, and secretarial teams ensure the smooth and efficient running of the practice, providing essential support to both clinical staff and patients.

We serve a diverse patient population of approximately 22,000 patients, with a broad age range and a variety of healthcare needs.

Date posted

06 June 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A4456-25-0002

Job locations

1 Nicolas Road

Chorlton

Manchester

Greater Manchester

M21 9NJ

Job description

Job responsibilities

Please see attached job description Job

The following are the core responsibilities of the Secretary Team Leader, There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Oversee the daily workflow of the medical secretarial team, allocating tasks, managing priorities and ensuring equitable distribution of workload

b. Monitor secretarial inboxes and work queues, ensuring timely action and completion of all tasks

c. Maintain efficient systems for tracking referral deadlines and correspondence turnaround times

d. Conduct regular informal check-ins and formal annual appraisals for medical secretaries

e. Provide constructive feedback and identify training and development needs for the medical secretary team

f. Address performance issues promptly in conjunction with the practice manager

g. Facilitate team meetings to discuss workflow, share updates, address challenges and promote a positive team environment

h. Conduct spot checks on outgoing correspondence, referral letters to ensure accuracy and quality

i. Typing letters, reports and associated documentation as required

j. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

k. Managing all enquiries in an effective manner

l. Scanning patient related documentation and attaching scanned documents to patients healthcare records

m. Inputting data into the patients healthcare records as necessary

n. Processing referrals using the electronic referral system (ERS)

o. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

p. Managing all administrative queries as necessary

q. Maintaining a clean, tidy, effective working area at all times

r.Supporting all clinical staff with general administrative tasks as requested