Administrator/Medical Secretary

West Suffolk Clinical Commissioning Group; Brentwood; Hybrid; GBP 17,000 - 21,000; Part time

Job summary

West Suffolk Clinical Commissioning Group is seeking a part-time administrator/medical secretary to join The New Surgery team. The role is 24 hours per week on Monday, Wednesday and Thursday, with flexibility discussed at interview.

You will type letters and reports, handle referrals using ERS, scan documents, manage enquiries, and support clinicians with general admin tasks. The post requires strong IT skills, discretion with patient data, and the ability to multi-task in a busy primary care

Qualifications

• Strong administrative experience and good organisation skills.
• Excellent IT skills including MS Office; training provided for clinical systems.
• Discretion with confidential patient information and data security.
• Ability to multi-task and work under pressure in a team or independent setting.

Responsibilities

• Type letters, reports and related documentation within timescales.
• Liaise with hospitals and community services to process referrals efficiently.
• Manage enquiries and incoming calls; route requests appropriately.
• Process referral letters using ERS and attach scanned documents to records.
• Handle information requests (SARs, insurers, solicitors, DVLA).
• Support clinical staff with general admin tasks and perform system searches as required.

Skills

Administrative experience

Organisation

MS Office

Clinical system awareness

Tools

SystmOne

ERS

Job description

About the Role

The New Surgery has an opportunity for an administrator/medical secretary to join their team on a part-time basis, for 24 hours per week on Monday, Wednesday, Thursday. Days may be flexible and can be discussed during interview.

With the increasing use of technology in general practice, Administrators are playing an increasingly important role in managing patient information and ensuring that healthcare providers have access to the data they need to deliver high-quality care.

The main responsibilities of the role include:

• Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral
• Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficient
• Manage all enquiries in an effective manner
• Process referral letters as requested using ERS
• Scan documentation and attach scanned documents to patients’ healthcare records
• Process requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms
• Answer incoming phone calls, transferring calls or dealing with the patient’s request appropriately
• Manage all administrative queries as necessary
• Conduct clinical system searches as requested
• Support all clinical staff with general administrative tasks as requested
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
• Undertake all mandatory training and induction programme
• Contribute to and embrace the spectrum of clinical governance
• Handling queries regarding hospital appointments and treatments.

About the Candidate

We would welcome applications from those with the following skills and experience:

• Strong administrative experience and good organisation skills.
• Excellent general IT skills including MS Office and ideally experience of working with a clinical system but full training will be provided.
• Experience in read-coding and work-flowing clinical documentation is desired but not essential, full training will be provided.
• Excellent communication skills.
• Understanding of the need to maintain confidentiality and data security, at all times.
• Ability to multi-task and to work accurately under pressure.
• Ability to work as part of a team, as well as independently.

About Us

Our practice comprises 5 GP partners, who enjoy working with a clinical team which consists of 3 salaried GPs, 2 PAs, 2 advanced nurse practitioners, 3 practice nurses, 2 HCAs, 2 pharmacists and PCN additional roles including mental health practitioners, and a physiotherapist. In addition, we have an experienced team of highly trained and motivated staff, who provide essential administrative support.

• 13,300 patients
• Rated Good by CQC
• Purpose built premises with a branch surgery 1 mile away
• Consistent high QOF achiever
• Excellent location with good schools and links to London & M25
• Active member of Brentwood PCN
• SystmOne clinical system
• Excellent skill mix of clinical and administrative staff
• Engagement with ICB, local developments and incentive schemes
• NHS Pension Scheme

Practice opening hours Monday to Friday -8am - 6.30pm

Disclosure and Barring Service Check

Please note 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.