Medical Secretary / Administrator.

Tasburgh Lodge Surgery; Woodhall Spa; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare practice in England is looking for an enthusiastic secretary/administrator to assist in operations. Candidates should have excellent communication and organizational skills, familiarity with SystmOne is preferred. Responsibilities include processing referrals, maintaining databases, and supporting the healthcare team in a collaborative environment.

Qualifications

• Educated to GCSE level or equivalent.
• Experience in a public secretarial/office environment.
• Trained or proficient typist.
• Ability to work without direct supervision and determine own workload priorities.
• Experience with NHS systems and Primary Care.

Responsibilities

• Process referrals using the electronic referral system (ERS).
• Manage patient inquiries and maintain an accurate referrals database.
• Process requests for information such as SARs.
• Word processing and documentation as required.
• Support clinical staff with general administrative tasks.

Skills

Communication skills

Organizational skills

Typing proficiency

Customer service

Confidentiality adherence

Teamwork

Resourcefulness

Education

GCSE or equivalent

Tools

SystmOne

Microsoft Office

Job description

Tasburgh Lodge Surgery is located in the beautiful village of Woodhall Spa and James Street Family Practice is located in the award-winning market town of Louth.

Due to retirement, we are looking to recruit an enthusiastic, motivated and forward-thinking secretary/administrator to work within our dedicated secretarial/administration team. We are looking for a team player wanting to help our surgery continue with its great success and contribute to its key performance measures and development. Experience in general practice as well as familiarity with SystmOne would be a distinct advantage but is not essential.

Main duties of the job

The role is to support the doctors and health care professionals, involving, but not limited to, processing referrals using the electronic referral system (ERS) in a timely manner, liaising with external agencies, such as hospitals and community services, ensuring referrals are processed efficiently, processing requests for SARS as well as patient letter requests, invoicing for private work, along with other tasks under the secretay\'s responsibility.

About us

Tasburgh Lodge is part of the larger partnership of James Street Family Practice in Louth and we work as a very strong and committed team that thrives on delivering the very best to our patients, whilst enjoying a fabulous working relationship.

We are a training practice for Registrars, Student Nurses and Medical Students and are also a Research-Ready practice and actively take part in research projects.

This position would be perfect for anyone wanting to work amongst a brilliant team utilising and enhancing their skills in a very welcoming environment.

Job responsibilities

Job summary

The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Process referrals using the electronic referral system (ERS).
• Process requests for information such as SARs and DVLA forms.
• Process patient letter requests and invoice for private work accordingly.
• Word processing, reports and associated documentation as required.
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
• Manage all enquires in an effective manner.
• Maintain an accurate referrals database.
• Manage safety netting.
• Answer incoming phone calls, dealing with the callers queries appropriately.
• Scanning of patient related documentation and attaching scanned documents to patients healthcare records.
• Input data into the patients healthcare records as necessary.
• Franking of post at the end each day and distribution to the Royal Mail post box.
• Manage stationary supplies and ordering stationary as appropriate.
• Servicing meetings, circulating the agenda and related documents, recording and typing the minutes of meetings.
• General office duties including but not limited to photocopying, faxing, emailing, answering telephone calls, taking messages, dealing with urgent queries.
• Carry out system searches as requested.
• Maintain a clean, tidy, effective working area at all times.
• Support all clinical staff with general administrative tasks as requested.
• Update secretarial protocol and procedures regularly.
• Support in the management of QOF and Enhanced Services.

Maintain and update documents templates on SystmOne including referrals forms, template letters etc.

Person Specification

Qualifications

• Dress smart and appropriate.
• Speech clear and articulate.
• Manner pleasant and professional.
• A demonstrable commitment to professional development.
• Educated to GCSE level or equivalent.
• Experience of working in a public secretarial/office environment.
• Experience of Microsoft Office software.
• Experience of dealing with the public/patients.
• Trained or proficient typist.
• Excellent verbal communication skills ability to deal with people in person and on the telephone.
• An understanding, acceptance and adherence to the need for strict confidentiality.
• Ability to use own judgement, resourcefulness and common sense.
• Ability to work without direct supervision and determine own workload priorities.
• Ability to work as part of an integrated multi-skilled team.
• Pleasant and articulate.
• Motivated and Forward thinking.
• Sensitive and empathetic in distressing situations.
• Experience of NHS systems.
• Experience of SystmOne clinical system.
• Experience of working within Primary Care.
• Advanced level Microsoft Office/Word.
• Clinical software skills.

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.