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 lead on arranging the admin rota ensuring resources are optimised and liaising with Practice Manager for any areas that require additional cover. You will support members of reception and admin team during periods of annual leave and/or sickness.
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 work cooperatively within a mixed team of receptionists, administrators and clinicians and will develop and facilitate good team-working.
You will be based at Hanley Primary Care Centre, 51 Hanley Rd, London, N4 3DU.
Responsibilities
* Provide an efficient, accurate and high quality word processing service for GPs and Health Professionals as required – typing letters, reports, patient referrals, minutes, invoices and memorandums and editing electronic tools before saving, printing and sending.
* Ensure that all word‑processing of correspondence and reports is dealt with promptly and in accordance with agreed target times.
* Expedite appointments, results and investigations as required by the Doctors.
* Act as first point of contact for the surgery administrative team.
* Take messages for GPs, PM and other staff members from patients and other agencies and ensure the recipient has received them in a timely manner.
* Handle incoming and outgoing mail passing through the Secretary’s office efficiently.
* Maintain workflow logs and manage your workflow efficiently, alerting the appropriate person when their work is outstanding and alerting the PM if a backlog of your work is likely.
* Manage the Safety Netting process for the practice.
* Look up and record information as necessary in the patient computer health record.
* Scanning and emailing documents.
* Maintain appropriate stock levels of stationery, computer and surgery consumables and order in a timely manner to ensure smooth running of the practice.
* Ensure supplies are kept secure and monitor to prevent excessive use (e.g. expensive battery stocks).
Support to Practice Manager and Doctors
* Assist the Practice Manager with clerical and administrative duties.
* Support the Doctors when required.
* Arrange Admin Rota and support in GP rota.
* Coordinate and manage practice electronic diary and calendars in liaison with doctors, PM and other staff.
* Manage information on practice website.
* Produce patient information leaflets, posters.
* Assist with gathering statistics and information and help conduct patient surveys when required.
Cover Support
* Provide cover for members of the reception and admin team during periods of sickness and annual leave.
* Any other administrative duties that may arise from time to time.
Person Specification
Experience
* Previous experience of secretarial/admin role.
* Experience working at a strategic level.
* Managing resources.
* Development of individuals and team.
* Advanced level Microsoft Office including PowerPoint.
* Clinical software skills (EMIS Web).
Skills and Attributes
* IT skills – high standard of work with MS Office Word and Excel.
* People skills and professional manner.
* Friendly and helpful disposition.
* Ability to work autonomously and be part of a team.
* Ability to deal with conflict and maintain patience and diplomacy at all times.
* Awareness of diversity issues and ability to work in a positive non‑discriminatory way.
* Ability to work accurately and thoroughly under pressure without direct supervision and manage and prioritise own workload effectively.
Qualifications
* Good standard of education to GCSE standard or equivalent.
* Evidence of continuing personal development.
* Higher or further educational qualification.
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 to check for any previous criminal convictions.
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