Referrals Administrator / Secretary

Thomas Walker Westgate Healthcare; Peterborough; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Free Parking

Access to NHS Discounts

Employee Recognition Rewards

Staff Training Programme

Monthly Team Meetings

Free Tea & Coffee

NHS Continuous Service holiday

Job summary

Thomas Walker Westgate Healthcare is seeking a dynamic secretary to support the consultant team and deliver excellent patient care. The post holder will provide comprehensive administration, including letters, referrals, email monitoring and diary management, across the secretarial team.

Typical hours are Monday to Friday 8am–4pm, with consideration for part-time hours for the right candidate. A supportive team environment and opportunities to contribute to patient care are offered.

Qualifications

• Experience in General practice administrative duties.
• Experience handling referrals and letters.
• Proficient telephone manners and handling queries.
• Accurate data entry into patient records and filing.

Responsibilities

• Processing referrals, reports and letters.
• Dealing with telephone enquiries regarding referrals and letters.
• Answer incoming phone calls and transfer as needed.
• Produce referrals using the e-RS system and paper referrals.
• Process patient letter requests.
• Assist the clinical team with guidance on referrals.
• Contact hospitals with queries.
• File and store records.
• Photocopy documentation.
• Input data into patient healthcare records.
• Manage administrative queries.
• Carry out system searches.
• Produce meeting agendas and minute taking (if needed).
• Maintain a clean, tidy and efficient work area.

Skills

Administration

Secretarial

Telephone handling

Diary management

Referrals processing

Data entry

Education

GCSE English & Maths

Tools

e-RS

Job description

An exciting opportunity has arisen within the secretarial team at ThomasWalker Westgate Healthcare. We are looking for a dynamic and enthusiasticindividual to join our existing team in supporting our consultant team todeliver excellent patient care.

The post holder will provide comprehensive, highly efficientadministration support to the secretarial team, which will include letters forClinicians, email monitoring, referrals administration, dealing with internaland external queries, diary management and other administrative duties.

Ideally we are looking for a candidate to work Monday - Friday 8am - 4pm however will consider part time hours for the right candidate

Main duties of the job

• Processing referrals, reports (insurance, governmentand solicitors) and letters.
• Dealing with telephone enquiries regarding referralletters (secretaries, hospitals, patients and outside agencies.
• Answer incoming phonecalls, transferring calls or dealing with the callers request appropriately.
• Produce referrals using thee-RS electronic referral system and paper referrals when applicable, includingprocessing of 2 Week Wait referral (2WW) within the required time frame.
• Processing patient letterrequests (fee paying).
• Assist the clinical teamwith guidance of referrals if needed.
• Contacting the hospital/swith queries.
• File and store records asrequired.
• Photocopy documentation asrequired.
• Input data into thepatients healthcare records as necessary.
• Manage all administrativequeries as necessary.
• Carry out system searchesas requested.
• Produce meeting agendas andrecording of the minutes (if needed).
• Maintain a clean, tidy,effective working area at all times.

About us

Thomas Walker Westgate Healthcare are a 24,000+ patient Practice and therefore one of Peterborough's largest practices and member of Peterborough and East PCN. We are looking for candidates, who will enjoy working in a supportive team looking after a diverse population of patients.

We are a dynamic, forward thinking practice based within the city of Peterborough, and an experienced and welcoming team of staff. Recognised as a training practice, we currently have 3 Registrars and additionally host Cambridge Medical Students. We have an excellent approach to working in partnership with our teams and have a flexible approach to all that we do. We are keen to ensure the continued long term delivery of excellent primary care to our local community.

Free Parking

Access to NHS Discounts

Employee Recognition Rewards

Staff Training Programme

Monthly Team Meetings

Free Tea & Coffee

NHS Continuous Service holiday entitlement honoured *

We are committed to safeguarding and protecting the people we care for, creating a setting in which everyone feels welcome and safe. All posts are subject to a safer recruitment process which includes the disclosure of criminal records and barring checks, scrutiny of employment history, robust referencing and other vetting checks.

(*providing proof of continuous service is shown and that employment and employment dates meet the criteria)

Job responsibilities

Job Responsibilities:

Processing referrals, reports (insurance, governmentand solicitors) and letters.

Dealing with telephone enquiries regarding referralletters (secretaries, hospitals, patients and outside agencies.

Answer incoming phonecalls, transferring calls or dealing with the callers request appropriately.

Produce referrals using thee-RS electronic referral system and paper referrals when applicable, includingprocessing of 2 Week Wait referral (2WW) within the required time frame.

Processing patient letterrequests (fee paying).

Assist the clinical teamwith guidance of referrals if needed.

Contacting the hospital/swith queries.

File and store records asrequired.

Photocopy documentation asrequired.

Input data into thepatients healthcare records as necessary.

Manage all administrativequeries as necessary.

Carry out system searchesas requested.

Produce meeting agendas andrecording of the minutes (if needed).

Maintain a clean, tidy,effective working area at all times.

Confidentiality:

In the performance ofthe duties outlined in this Job Description, the post-holder may have access toconfidential information relating to patients and their carers, Practice staffand other healthcare workers. They may also have access to information relatingto the Practice as a business organisation. All such information from any source is to beregarded as strictly confidential

Health & Safety:

The post-holder will assist in promoting and maintaining their own andothers health, safety and security as defined in the Practice Health &Safety policy, the Practice Health & Safety manual, and the Practice InfectionControl Policy and published procedures. This will include:

Using personal security systems within the workplaceaccording to Practice guidelines.

Identifying the risks involved in work activities andundertaking such activities in a way that manages those risks.

Actively reporting of health and safety hazards andinfection hazards immediately whenrecognised.

Keeping own work areas and general/patient areasgenerally clean, assisting in the maintenance of standards of cleanlinessconsistent with the scope of the post-holders role.

Demonstrate due regard for safeguarding and promotingthe welfare of children.

Equality & Diversity:

The post-holder will support the equality, diversity and rights ofpatients, carers and colleagues, to include:

Acting in a way that recognises the importance ofpeoples rights, interpreting them in a waythat is consistent with Practice procedures and policies, and currentlegislation.

Respecting the privacy, dignity, needs and beliefs ofpatients, carers and colleagues.

Behaving in a manner that is welcoming to and of theindividual, is non-judgmental and respects their circumstances, feelingspriorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implementedby the Practice as part of this employment, with such training to include:

Participation in an annual individual performancereview, including taking responsibility formaintaining a record of ownpersonal and/or professional development.

Taking responsibility for own development, learningand performance and demonstrating skills and activities to others who areundertaking similar work.

Quality:

The post-holder willstrive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for ownactions, either directly or undersupervision.

Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the teams performance.

Communication:

The post-holder should recognize the importance of effectivecommunication within the team and will strive to:

Communicate effectively with other team members, patients,carers and any third party companies with whom we work.

Recognise peoples needs for alternative methods ofcommunication and respond accordingly.

Any Other Duties:

Any other duties as may be determined by the Practice management teamand Partners.

Person Specification

Experience

• Worked within General practice or a health related discipline
• At least one years experience of administrative duties related to a medical Secretary/ referrals Administrator role
• Experience of answering telephone calls in a health related environment
• Experience of working as part of a team
• Minimum of 6 months working directly with members of the public in an NHS environment

Qualifications

• GCSE grade A to C ( 9-4 ) in English and Maths

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.