Overview
Salary £28,041.00. Full Time 37.5 hours per week (Mon-Fri). NHS pension available.
NHS General Practice seeking an enthusiastic, hardworking and flexible person to join our lively practice team.
You will provide general secretarial/administrative support to the Doctors, Health Professionals and Practice Manager. This will involve general administrative tasks including word processing, electronic filing and communication administration.
About us
We aim to provide a modern, responsive and efficient service tailored to your individual needs, putting you at the centre of your care and working in partnership. We place great importance on continuity of care and using up to date evidence to inform your health choices. We look forward to working with you to optimise your health!
An Approved Training Practice. Member of Harness GP Network within Brent CCG, which is part of NW London Collaboration of CCGs of NHS London. We are a Partnership of GPs. We employ Associate GPs, Clinical Pharmacists, Physician Associate, Practice Nurses, Healthcare Assistants / Phlebotomists. We also teach young Trainee Doctors, many of whom plan a career in general practice.
For further information please refer to our website
Job responsibilities
Full Job description:
Full Time 37.5 Hours per week (Mon-Fri)
Mon to Fri shifts as listed:
* MON 08:30am to 05:00pm
* TUE 08:30am to 05:00pm
* WED 09:00am to 05:30pm
* THU 08:30am to 05:00pm
* FRI 09:00am to 05:30pm
You will provide general secretarial/administrative support to the Doctors, Health Professionals and Practice Manager. This will involve general administrative tasks including word processing, electronic filing and communication administration.
You will be a first point of contact for the surgery and liaise with many agencies and people inside and outside the service. You will represent the surgery at all times in a calm, courteous and efficient manner and demonstrate good customer skills.
You will organise the practice electronic, paper and telephonic communications reliably and efficiently and prioritise effectively. You will log and actively manage incoming requests for information, reports and other work and referrals to hospital, communications and other workflows to ensure the practice functions as efficiently as possible.
You will log and track payments for work carried out and ensure timely receipt and follow up of defaulters. You will work cooperatively within a mixed team of receptionists, administrators and clinicians and will develop and facilitate good team-working.
Secretarial
* Provide an efficient, accurate and high-quality word processing service for GPs and Health Professionals. Includes typing of letters, reports, patient referrals, minutes, invoices, memorandums; editing and formatting with electronic tools.
* Ensure prompt handling of word-processing of correspondence and reports in line with target times.
* Manage patient referral process, including urgent 2 Week Wait cancer referrals, to targets and confirm receipt.
* Expedite appointments/results/investigations as required by the Doctors.
* Act as first point of contact for the surgery administrative team; liaise with patients, hospitals, Social Services, Health authority, insurers, solicitors and other agencies.
* Take messages for GPs/PM and ensure timely delivery.
* Handle incoming/outgoing mail; maintain workflow logs; manage workload to avoid backlog.
* Manage the Safety Netting process for the practice.
Assist with finances
* Keep accurate financial records and maintain probity according to protocols.
* Collect and log cheques and direct credits; record all financial transactions.
* Collate, log, check and prepare payment of all due bills; manage Petty Cash and balance.
* Take banking and post office visits; generate invoices and chase defaulters when necessary.
* Update patient records for private services and payments; handle prescriptions claims to the PPA as required.
* Review Practice Plus Group Out of Hours bills against activity reports and raise queries when needed.
Admin
* Manage forms and requests for information or copies of patient records from insurers, solicitors, social services, DWP, patients or other agencies within target times.
* Look up and record information in the patient health record; liaise with medical school for practice teaching programs.
* Scanning, emailing and maintenance of Registration Links.
HR
* Organise and place job adverts; act as first point of contact for applicants; manage applications and information to applicants.
* Greet applicants for visits; assist in interview process; manage locum and agency staff; liaise with contractors.
* Supervise routine work; collect contractor worksheets; ensure health and safety compliance in contractor roles.
* Obtain quotes and chase timely delivery; ensure contractors sign IT policy when accessing computer systems.
Supplies
* Maintain stock levels of stationery, computer and surgery consumables; order as needed.
* Ensure supplies are secure and cost-effective; monitor usage.
Support to Practice Manager and Doctors
* Assist with clerical duties; support doctors as required; arrange meetings, rooms, agendas and minutes.
Information systems
* Maintain notice boards, display boards, leaflets; coordinate practice electronic diary and calendars; keep intranet up to date.
* Assist with practice website and information systems; produce patient information materials; gather statistics and assist with patient surveys.
Other
* Arrange lunches/refreshments; cover for reception/admin during sickness/leave; manage patient suggestion box.
* Perform other administrative duties as required.
Confidentiality
In the course of treatment, staff may access confidential information. All information is to be treated as strictly confidential in line with practice policies.
Health & Safety
Promote and maintain health, safety and security; apply infection control procedures; report risks identified.
Mandatory COVID Vaccinations in Healthcare
As an NHS Employer and CQC provider of regulated activity we encourage vaccination uptake. New starters will be required to provide evidence of their vaccination status.
Details
Schedule: Monday to Friday
Location: London NW9 9AD
Experience: Administrative, 1 year (required)
Work authorisation: United Kingdom (required)
Work Location: In person
Job Types: Full-time, Permanent
Language: English (preferred)
Qualifications
Essential
* Good Standard of Education to GCSE standard or equivalent
* High standard of work with MS Office Word, Excel
* Previous experience of secretarial/admin role
* Professional manner
* Excellent communication skills
* Ability to work autonomously and be part of a team
* Ability to deal with conflict and maintain patience and diplomacy
* Demonstrable experience in managing own workflow
* Awareness of diversity issues and non-discriminatory approach
* Reliable, adaptable and flexible; ability to work under pressure
* Demonstrable self development and learning; library and indexing skills
Desirable
* Higher or further educational qualification
* Advanced Level Microsoft Office including PowerPoint
* Clinical software skills
* Previous NHS experience
Disclosures
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act and a DBS disclosure may be required.
Employer
Willow Tree Family Doctors, 343 Stag Lane, London, NW9 9AD
Website: https://www.willowtreefamilydoctors.com/
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