Job Description

Working with a great team, you need to be flexible, approachable and tolerant to the challenges of working with a complex patient population. You will be working alongside an existing secretary providing cover across our two sites, you are required to be able to work additional hours to cover in times of annual leave and sickness.

Main Responsibilities

• To ensure administrative and clerical duties within the practice are carried out within the practice guidelines and policies.
• To provide general secretarial support to the GPs, Managing Partner and other staff including word processing, audio typing
• Deal with any problems reported by other members of the healthcare team as appropriate.
• Maintain self and team professionalism
• Keep the healthcare team informed of any matters arising as necessary or as requested by other members of the team.
• To provide and efficient audio, copy typing and word processing service as required.
• This includes the typing of referrals, letters, reports, minutes, memos and general dictation in a timely, organised and accurate manner.
• To receive and dispatch mail, taking post to the post office when necessary. Keeping appropriate records of recorded deliveries and similar
• Complete and enter any insurance reports onto the computer and ensure appropriate invoicing
• Photocopy and invoice any records accordingly
• Make appointments, booking and admissions for patients as required
• Expedite appointments/tests as required
• Have working knowledge of telephone, alarms and other systems.
• Have detailed knowledge of GP software and Microsoft programmes such as but not limited to Word, Excel, PowerPoint, Publisher, Access
• To liaise and arrange meetings (including the booking of rooms) as required and to attend meeting and take minutes.
• To retrieve medical records and assist the completion of medical / insurance records.
• File patient records and correspondence in patient medical records including computer records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Scan relevant correspondence into patients notes
• On a regular and ad hoc basis, monitor general usage and re-order requirements for stationery, refreshment and sundry items.
• As requested prepare statistical or data reports, carrying out searches, audits and recalls
• Keep accurate invoice records and subsequent payments, following up payments where necessary
• To assist the Managing Partner and Assistant Practice Manager with all clerical and administrative duties.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. Specifically but not limited to the admin and management offices.
• Where appropriate / requested maintain the computer clinical system in an accurate and secure manner.
• Report faults to IT support and track progress
• Support and guide members of staff in the use of the computer systems
• To provide cover for other members of the admin and reception teams during periods of annual leave and sickness.
• Readcode any information into the practice clinical system as per readcode guidelines
• Extract necessary data from clinical correspondence and input into Electronic Patient Record.
• Ensure back ups are taken in accordance with practice procedure
• Ensure that all regulations with regard to access to medical records are adhered to.
• General Staff Duties
• All members of the Primary Health Care Team are required to attend and contribute to meetings / away days and ongoing training requirements.
• Responsible for identifying need and updating qualifications according to current professional guidelines.
• Keep abreast of current trends and developments in professional matters.

Benefits:

• Cycle to work scheme
• Sick pay

Schedule:

• Monday to Friday
• Overtime
• Weekend availability

Required Knowledge, Skills, and Abilities