Job summary
We are seeking an experienced medicalsecretary/administrator to work alongside our secretarial and data teams toplay an important role complementing and enhancing the Rise Park Surgery team.This is a full time role for 37 hours per week over 5 days (job share may be available).
We have recently undertaken a massive extension and redevelopmentof our surgery and are now looking for a likeminded team member to help us carefor our patients. Successful applicants will be working in a brand-new officespace which has been constructed and modified to our requirements.
Interviews will be held on Thursday 16 May 2024.
Main duties of the job
As a Secretary/Administrator at Rise Park Surgery you willbe part of a team of 6 that is responsible for performing administrative support to theManagers, Doctors, Nurses and other health professionals. This is a new, additional position and you will be working alongside other secretaries and administratorsin an established, supportive and friendly team.
About us
Rise Park Surgery is a vibrant, team orientated Nottinghamcity General Practice serving 9300 patients. We have a great work ethic; caringfor our patients, our community and the team around us is paramount to all thatwe do. We are committed to developing our people and as such your training, developmentand progression is as important to us as it is to you.
We are currently undergoing an expansion programme and assuch we are looking to add to our team. Wehave 4 GP partners, an ANP partner, 2 salaried GP's, 2 x NP's, 2 x nurses, 1 xNurse Associate, 2 x HCA's and an efficient and supportive administration team.
We are a GP training practice and we have a CQC 'Good'rating. We use 'systmone' (training is available if you haven't used it before)and we are a leading practice within the Bulwell and Top Valley PCN.
Job description
Job responsibilities
JOB TITLE: ADMINISTRATOR
REPORTS TO: ADMIN TEAM LEAD
HOURS: 37 hours per week
Job Summary:
To provide administrative support to the Managers, Doctors and Health Professionals involving referral making with letters of correspondence and general administrative support.
Job Responsibilities:
1. To provide an efficient administrative support service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, memorandums, etc. in an accurate and quality manner.
2. To make appointments, bookings and admissions as required.
3. Managing patient results and data and communicate and follow up to patients.
4. Scanning of letters and relevant correspondence into patients notes and ensure work flowed to correct recipient.
5. Manage recall systems for chronic diseases/conditions and prevention.
6. Manage MJOG text messaging for bulk invitations.
7. Read coding information into the practice clinical system to maintain registers.
8. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
9. To retrieve medical records and assist the completion of medical/insurance reports when necessary and complete non NHS work requested by patients.
10. File patient records and correspondence in patient medical records when necessary.
11. To assist with the gathering of statistics, reports and information as required.
12. 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.
13. To provide cover for members of the secretarial team during periods of sickness and annual leave.
14. To receive and dispatch mail and maintain a pending system and organise workload via a task system.
15. Administration of CRS, tasks and other NHS systems.
16. Liaise with other agencies on behalf of the practice community teams, coroners, funeral directors, medical examiners, registration office.
17. Liaise with Care Coordinator to provide support for the IIF.
18. Attend and record details of practice meetings.
19. Any duties deemed appropriate by management.
Confidentiality:
20. In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
21. In the performance of duties outlined in this Job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
22. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
23. Using personal security systems within the workplace according to practice guidelines
24. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
25. Making effective use of training to update knowledge and skills
26. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
27. Reporting potential risks identified.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
28. Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with the practice procedures and policies, and current legislation
29. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
30. 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 practice as part of this employment, such training to include:
31. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
32. 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 practice, and will:
33. Alert other team members to issues of quality and risk
34. Assess own performance and take accountability for own actions, either directly or under supervision
35. 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
36. Work effectively with individuals in other agencies to meet patients needs
37. 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:
38. Communicate effectively with other team members
39. Communicate effectively with patients and carers
40. Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post-holder will:
41. Apply practice policies, standards and guidance
42. Discuss with other members of the team how the policies, standards and guidelines will affect own work
43. Participate in audit where appropriate
Person Specification
Qualifications
Essential
44. Good standard of general education in Maths and English
45. Excellent written and spoken English
Desirable
46. 5 GCSEs (A-C, 9-4) or equivalent to include Maths and English
47. NVQ Level 2 in Customer Service, Administration or equivalent
Experience
Essential
48. Experience of dealing with the general public
Desirable
49. Previous experience of working in a medical or public sector environment
50. Medical secretary/administration experience
Skills and Training
Essential
51. Excellent keyboard and IT skills
52. Effective time management and the ability to prioritise
Desirable
53. Previous experience of a clinical computerised system
54. A computer or typing qualification
55. Experience of processing large volumes of data
Personal Attributes
Essential
56. Friendly, articulate and approachable manner
57. Highly motivated
58. Calm and able to work under pressure
59. An understanding, acceptance and adherence to strict code of confidentiality
60. Understanding of equality and diversity
61. Excellent communication and social skills
62. Ability to use own initiative, judgement and common sense
63. Ability to work under pressure in a challenging environment
64. Flexible and reliable
65. Team player and able to work as part of a multi skilled team
Other
Essential
66. Enthusiastic
67. Good sense of humour
68. Willingness to train and learn new skills sometimes outside normal working hours
69. Able to cover illness and holidays