You will be working between 2 sites across Darnall Primary Care Centre & Highgate Surgery. The days and time will be available to discuss at interview.
This is either for x1 full time role or can be x2 part time positions for the right candidates.
Interview dates: 5th & 6th August 2025
We are looking for areliable, enthusiastic, and meticulous person to work within our friendly,forward thinking Secretarial team.
We would like to meet someone with experience working within a secretarial/administrative team either in General Practice or a Hospital setting but this is not essential. What is important is your ability to learn and motivation to provide an excellent service to our patients.
Main duties of the job
As a secretary you will work as part of a supportive team, to provide comprehensive medical secretarial and administrative support to Primary Care Sheffield GP Practices clinical, management and administrative teams. Producing high quality and accurate correspondence within required timescales and perform general administrative tasks for the different surgeries.
About us
Primary Care Sheffield (PCS) is aGP-led organisation. Our shareholders are 75 GP practices in Sheffield coveringaround 600,000 patients. As well as providing a unified voice for generalpractice in the city, we play an active role both within our Accountable CarePartnership (ACP) and the wider South Yorkshire and Bassetlaw Integrated Care
System (ICS) You will play a keyrole in ensuring we embed high standards of patient care and ensure theservices we provide is of high quality.
Job responsibilities
Job Title: Medical Secretary/Administrator
Job Purpose
To provide comprehensive, high quality medicalsecretarial and administrative support to City and Primary Care Sheffield GPPractices management, clinical and administrative teams.
General Requirements
Whenrequired act flexibly within your role, which may include extended working daysand working at alternate sites. This will be in consultation with your linemanager in line with PCS policies.
Thepost holder will be managed by the Support Manager but will be expected to actindependently exercising sound judgement to support others in the team.
Thepost holder will act autonomously up to the level of seniority of role, seekingadvice when necessary.
Thepost holder will have regular 1:1s with line mangers to support ongoing
developmentand review performance.
Toprovide a full confidential secretarial service to the clinical andmanagement/admin teams, using both audio/copy typing. To include medical referral typing, includingthe production of high quality, accurate and timely correspondence, letters andreports.
Toreceive, screen and make telephone calls, including dealing with generalenquiries from outside sources, resolving enquiries when possible, takingmessages or redirecting calls as appropriate and ensuring that adequate andtimely action is taken.
Useof appropriate referral software, digital dictation system, report redactionand preparation of medical report software.
SupportClinical meetings by minute taking and sharing appropriately.
Monitorand action group shared emails accounts as well as own work email account.
ManageERS and CASES workload lists.
Understandand maintain confidentiality at all times.
Process,record and follow up all patient information and ensure accurate recording ofpatient demographics, including actions required in relation to new babyregistrations.
Processand follow up external requests for medical reports/opinion. Record informationelectronically, using medical templates for insurance, solicitors andgovernment forms on the appropriate databases and record payments received.
Actupon and process requests from patients requesting processing of applicationse.g. passports and HGV applications.
Processand acknowledge receipt of monies from patients when necessary.
Toacquire and develop new skills as and when required ensuring consistency whendealing with and updating practices and procedures.
Tobe responsible for continuing personal development in line with PCS policies.
Support PCS secretarial practice group by providing administrative/secretarial cover inthe absence of colleagues, to ensure an effective administrative service ismaintained.
Communication
The post-holder should recognise the importance ofeffective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods ofcommunication and respond accordingly.
Service Development
Assist indevelopment of practice policies and procedures.
The post holdershould be comfortable in the use of computer technology, have basic keyboardskills and have the ability to use email.
All employeesare expected to observe the following:
Equal Opportunities and Dignity at workStatement of Intent
Primary CareSheffield is a major employer and provider of services. We are committed tobuilding a workforce which reflects the diversity of and meets the needs of thelocal community.
We oppose allforms of discrimination on legal and moral grounds, and recognise thatdiscrimination creates barriers to achieving equality for everyone.
Primary CareSheffield is committed to making equality of opportunity and fair treatment areality whereby an individual can seek, obtain and continue employment withoutunfair discrimination.
As an equalopportunities employer, we will ensure that all job applicants and employeesreceive fair and equal treatment and will not be disadvantaged by unjustifiedconditions or requirements.
Primary CareSheffield Equal Opportunities and Dignity at Work Policy underpins ourcommitment to achieve equality and fairness at work and to ensure thatindividuals or groups are not unfairly discriminated against.
Safeguarding Children and Adults
The Trust is committed to safeguardingand promoting the welfare of children, young people (anyone under the age of 18) andadults. It expects all staff, volunteers and contracted staff to share thiscommitment and act in such a way that safeguards and promotes the health and wellbeingof children, young people and adults.
Staff mustensure that they are familiar with the signs and symptoms of abuse and knowwhat to do if any such concerns are raised.
Staff areexpected to know about and follow PrimaryCare Sheffield safeguarding children and safeguarding adult policieswhich can be found on the intranet and participate in related mandatory/statutory training.
Staff should be aware of theprinciples of risk management and adopt appropriate practice to reduce the riskto themselves and others. In particular,staff should observe Primary Care Sheffield Risk Management Strategy, Risk, Incident & Serious Incident reportingand management policies, Health & Safety regulations and the riskmanagement training requirements for all staff.
Infection Prevention & Control
Staff are expected to complywith Primary Care Sheffields Infection Prevention &Control policies and conduct themselves in such a manner as to minimise therisk of causing healthcare associated infections.
Health & Safety
The post holder will assistin promoting and maintaining their own and others health, safety and securityas defined in the Health & Safety Policy, reporting any risks identified.
Person Specification
Experience
* Knowledge and experience of managing office systems
* Relevant experience within an administrative service/department
* Minute taking
* Practical application of Administration Systems
* Previous NHS experience
* Experience of Audio Typing
Qualifications
* RSA/OCR II Typing/Text Processing or equivalent
* Good level of general education including GCSE maths and English or equivalent
* ECDL
* NVQs
Knowledge and Skills
* Knowledge of office procedures
* Excellent organisational skills
* Good standard of literacy
* Excellent interpersonal skills with the ability to communicate with senior colleagues
* Able to plan & prioritise workload and ensure follow up action is completed
* Able to deliver work with a high degree of accuracy and within agreed timescales
* Ability to work well with others
* Ability to work within set boundaries and organisational policies and procedures
* Clinical System Use (SystmOne)
* Use of administrative systems
* Ability to develop and maintain networking associations with a broad range of people
* A good understanding of structure and function of service
Other
* Able to work under pressure in a changing environment
* Flexible and enthusiastic
* Takes pride in their work to promote a professional service
* Works as part of a team and is sensitive to the needs of service users
* Able to contribute and work within practice guidelines
* High level of confidentiality
* Willingness to undertake training and personal development in line with the demands of the post
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.
£23,874.98 to £24,671.79 a yearPer annum pro rata
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