Thepost holder will be a proactive and effective member of Lister House Surgery'sSecretarial team and provide high-quality, flexible administrative supportacross the wider practice in line with operational needs.
Withinthe secretarial function, the role will contribute to the delivery of acomprehensive and efficient service, including the accurate and timely typingof letters and referrals. This work supports clinicians in delivering safe,effective, and patient-centred care. The post holder will utilise a range ofdigital systems, including TPP SystmOne and the NHS e-Referral Service,ensuring all tasks are completed to a high standard while maintaining strict confidentiality.
In addition to core secretarial duties, the postholder will undertake a range of administrative responsibilities to support thewider practice. This work will be undertaken flexibly in response to capacityand business need.
Administrative responsibilities may include, but arenot limited to, the processing of Personal Independence Payment (PIP) forms andSubject Access Requests (SARs), supporting patient services functions, andcontributing to quality improvement initiatives. The post holder will beadaptable to changing priorities and will provide cross-functionaladministrative support to ensure the smooth and effective running of thepractice.
Main duties of the job
Provide a comprehensive secretarial and administrative service to support the delivery of high-quality patient care. Accurately type and process clinical correspondence, referrals, letters, and reports using systems such as TPP SystmOne and the NHS e-Referral Service, ensuring all work is completed within agreed timescales.
Coordinate cancer referrals in line with national and local guidance. Manage daily queries from patients, clinicians, and external services via post, email, and telephone. Maintain and update patient records in line with practice policies, ensuring accuracy and accessibility.
Process medical reports, Subject Access Requests (SARs), PIP forms, and other administrative workstreams in a timely and compliant manner. Monitor and manage task workflows, ensuring all items are actioned appropriately.
Support the development and updating of practice protocols and procedures. Undertake routine administrative duties including document scanning and post handling.
Assist with staff induction and training, including supporting clinicians with systems such as dictation tools and Pathfinder, and training new Medical Secretaries.
Provide flexible administrative support across the practice, contributing to service delivery, quality improvement initiatives, and the smooth day-to-day running of operations.
About us
At Lister House, were more than just a GP practice - were a supportive, forward-thinking team dedicated to making a real difference in our community.
Our mission is simple: to provide high-quality, accessible, and patient-centred care that helps people live healthier lives. We pride ourselves on treating everyone with kindness, dignity and respect, while working together to continuously improve what we do.
We believe in collaboration, innovation, and supporting each other to achieve the best outcomes - for our patients and our team.
If youre looking for a workplace where your ideas are valued, your development is encouraged, and your work truly matters, Lister House could be the perfect fit.
Job responsibilities
SecretarialResponsibilities
* Provide an effective andcomprehensive secretarial service to the practice, including the accuratetyping of clinical correspondence, letters, and reports to support the deliveryof high-quality patient care. This will involve the use of a range of digitalsystems, including TPP SystmOne and the NHS e-Referral Service.
* Transcribe and processreferral letters, ensuring they are completed and forwarded to the appropriatedepartments within agreed timescales.
* Coordinate the cancerreferral process in line with national and local guidance and protocols.
* Manage and respond to arange of queries received daily via post, email, and telephone from patients,clinicians, and external services.
* Maintain and update patientrecords using GP clinical systems and associated software in line with practicepolicies, ensuring records are always up to date and available forclinical staff.
* Process medical reports and requests from patients andtheir representatives, ensuring these are managed in a timely and accuratemanner.
* Monitor and manage task workflows on a daily basis,ensuring all items are actioned appropriately and within required timescales.
* Monitor and update practice protocols and standardoperating procedures in line with system or process changes.
* Undertake routine administrative tasks associated withthe secretarial function, including the scanning of documents and franking ofoutgoing post.
* Assist in training new clinicians in the use of toolssuch as Derbyshire Pathfinder and dictation systems.
* Contribute to the induction of new staff by providingan overview of secretarial processes.
* Train new Medical Secretaries to the expected standard workingalongside the training schedule.
Cross-Functional Administrative Support
* Flexibly undertake a range of administrative tasks tosupport the wider practice in response to capacity and operational need.
* Handle administrative workstreams such as PersonalIndependence Payment (PIP) forms and Subject Access Requests (SARs) in linewith practice policies and statutory requirements.
* Provide administrative support to patient services andother practice teams as required.
* Aid the delivery of practice-wide initiatives andquality improvement projects through high-quality administrative support.
* Adapt to changing priorities to ensure the smooth andeffective running of the practice.
In addition to the primary responsibilities, the postholder may be requested to:
* Attendinternal meetings
* Completeonline training modules
Person Specification
Qualifications
* Educated to GCSE level or equivalent
* GCSE Mathematics and English (C/4 or above)
* Good standard of education with excellent literacy and numeracy skills
Skills
* Good working knowledge of Microsoft Office applications
* Excellent keyboard, typing, and computer skills
* Strong interpersonal skills and the ability to communicate effectively with a wide range of people
* Ability to self-motivate, organise, and prioritise workload effectively
* High attention to detail and accuracy (e.g. when preparing referral letters or handling patient records)
* Confidence and ability to approach clinical staff to clarify issues from audio or written material
Experience
* Previous experience in a medical secretarial or administrative role
* Experience managing and prioritising a varied workload in a busy office environment
* Experience working in a GP practice or NHS setting
* Experience using SystmOne (or similar clinical system)
* Knowledge of medical terminology
Personal Qualities
* Team player with a collaborative approach
* Flexible and adaptable to changing priorities
* Fast learner with a can-do attitude
* Motivated and proactive
* Ability to use initiative and judgement
* Reliable, consistent, and professional
* Good listener and communicator
* Commitment to maintaining confidentiality
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.
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