Working Pattern
Thursday 08:30 – 16:30, Friday 08:30 – 16:30 plus an additional day on either Monday or Wednesday, 08:30 – 16:30. The pattern may vary depending on business needs.
Main Duties of the Job
* Provide secretarial and administrative support to clinicians and non-clinical staff, including typing letters, reports, referrals and memorandums accurately and in a timely manner.
* Process referrals using NHS electronic referral systems where appropriate.
* Monitor and manage tasks/workflows allocated by GPs or management.
* Manage incoming and outgoing correspondence, including email, within agreed timescales.
* Handle telephone calls and patient enquiries professionally and courteously.
* Liaise with hospitals, community services and external healthcare providers regarding appointments, referrals and patient information.
* Maintain accurate patient records and ensure timely updates.
* Communicate effectively with clinicians, patients and team members.
* Provide cover for secretarial team during sickness or annual leave.
* Support team improvement initiatives and facilitate change as requested.
* Participate in governance, educational and staff meetings as required.
Job Responsibilities
* Deliver high-quality administrative support to clinicians ensuring patients receive efficient and confidential service.
* Create, chase and process referrals; handle telephone enquiries; prepare hospital referral templates.
* Responsible for shotgun licences paperwork and death protocol procedures.
Person Specification
Skills
* Excellent verbal and written communication.
* Competent with computers, especially Microsoft Word & Excel.
* Polite telephone manner.
* Ability to work independently and as part of a team.
* Effective time management and prioritisation.
* Problem solving and analytical skills.
Other Requirements
* Disclosure Barring Service (DBS) check.
* Occupational Health Certificate.
* Flexibility to work outside the core working pattern.
Qualifications
* GCSE English and Maths (grade C or above).
* Equivalent to A-level or higher with relevant experience.
* Medical terminology qualification or equivalent administration qualification.
Experience
* Experience working with the general public.
* Previous secretarial experience.
* Administration duties experience.
* Telephone customer service experience.
* Experience in a healthcare setting.
* Experience working in a general practice.
Personal Qualities
* Calmness in fast‑paced environment.
* Ability to work under pressure and tight deadlines.
* Sensitive, caring and empathetic in distressing situations.
* Passion for helping others.
* Polite and approachable behaviour.
* Professional and confident demeanor.
* Motivated.
* Commitment to attention to detail and quality.
* Willingness to learn and share new knowledge and skills.
* Positive and enthusiastic patient focus.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to be made to the Disclosure and Barring Service (deemed the former CRB) to check for any previous criminal convictions.
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