Job summary
Everest House Surgery is seeking a proactive and organised Secretarial
and Administrative Team Leader to oversee the smooth function of the practices
back-office patient administration.
As well as being an integral part of the secretarial team
the successful candidate will oversee workflow administration & secretarial
teams, oversee and coordinate the practices patient group and lead on
safeguarding administration.
This role requires strong leadership skills to ensure
efficient operations, accurate patient record management, and compliance with
safeguarding protocols while fostering effective communication across the
practice and beyond to our patients. You will collaborate with clinical and
administrative staff to maintain high standards of patient care,
confidentiality, and service delivery.
We are keen to fill this post and will conduct interviews as soon as possible. Please note we reserve the right to close applications should we find a suitable candidate before the closing date.
Main duties of the job
We are seeking a dynamic and motivated individual to lead our workflow administration and secretarial teams, ensuring a smooth and cohesive operation within the practice. As a key team leader, you will oversee critical processes such as scanning patient correspondence and managing referrals, while also playing a pivotal role in improving our systems. Youll collaborate closely with healthcare professionals to maintain the highest standards of patient information accuracy and confidentiality, ensuring compliance with Data Protection and safeguarding guidelines. Additionally, you'll have the opportunity to guide and develop team members through performance monitoring, feedback, and training.
In this role, you will also be the administrative lead for safeguarding, ensuring that safeguarding documentation and protocols are managed securely and in compliance with national and local policies. Youll work alongside our clinical Safeguarding Lead to coordinate meetings, case reviews, and follow-up actions, all while driving the development of best practices. Furthermore, you will play a key role in fostering strong relationships with our patients through patient group management, social media engagement, and patient feedback initiatives.
About us
Our surgery is a forward-thinking, patient-centered practice dedicated to providing exceptional care and fostering strong relationships within our community. We pride ourselves on a collaborative, supportive work environment where innovation and continual improvement are at the heart of everything we do. Our teams work closely with healthcare professionals to ensure the highest standards of service, all while maintaining a positive, inclusive atmosphere where every member's contribution is valued.
We are committed to the professional growth of our staff, offering opportunities for ongoing training, skill development, and career progression. By joining us, youll become part of a team that values not only the wellbeing of our patients but also the wellbeing and satisfaction of our employees. We actively encourage input and ideas from all team members, believing that the best outcomes for our patients come from a team that is engaged, empowered, and passionate about their work.
Job description
Job responsibilities
Team Leadership Duties:
- Provide leadership, direction, and support to both the workflow administration and secretarial teams, ensuring a cohesive working environment.
- Oversee the workflow administrative team ensuring accurate and timely scanning of all incoming correspondence into patient records.
- Lead and support the secretarial team responsible for patient referrals, ensuring referrals are completed accurately and promptly.
- Oversee the processing and tracking of patient referrals, including managing referral databases and systems.
- Identify opportunities to improve existing processes for patient record management, workflow administration, and referral handling.
- Collaborate with colleagues, healthcare professionals, and doctors to verify and maintain the accuracy of patient information in medical records.
- Ensure adherence to the Data Protection Act and Caldicott guidelines, safeguarding the security and confidentiality of patient information.
- Ensure that all team members are trained on relevant systems, including Docman and other referral and document management platforms.
- Monitor the teams performance, providing guidance, feedback, and training as needed.
- Manage the communication of any urgent issues or problems to the practice management team.
- Attend and minute operational and clinical meetings.
- Lead on ensuring policies and procedures relating to scope of remit are updated and reviewed at least annually.
Safeguarding Admin Duties:
- Act as the administrative lead for safeguarding within the practice, ensuring that all safeguarding documentation is managed accurately and securely.
- Maintain up-to-date safeguarding records, ensuring that all patient safeguarding concerns are logged and monitored in compliance with safeguarding protocols.
- Work closely with the Safeguarding Lead (clinical staff) to coordinate safeguarding meetings, case reviews, and follow-up actions.
- Ensure timely and accurate communication between the safeguarding team, external agencies, and the practice.
- Keep the safeguarding team informed of any changes in safeguarding policies, guidelines, or procedures.
- Ensure safeguarding processes are in line with national and local safeguarding policies and frameworks, supporting the ongoing development of best practices.
Patient Group/Patient Event Management:
- Assist the Practice Manager with the management and coordination of the patient group, facilitating regular meetings and ensuring open lines of communication between the practice and the group.
- Gather and analyse feedback from the patient group, addressing concerns, suggestions, and identifying areas for improvement.
- Promote patient engagement initiatives to foster stronger relationships between the practice and its patients.
- Manage social media and practice website to foster and build relations with our patient group promoting the practice in a positive light.
- Work with the management team to incorporate patient group feedback into practice improvements and service developments.
Job description
Job responsibilities
Team Leadership Duties:
- Provide leadership, direction, and support to both the workflow administration and secretarial teams, ensuring a cohesive working environment.
- Oversee the workflow administrative team ensuring accurate and timely scanning of all incoming correspondence into patient records.
- Lead and support the secretarial team responsible for patient referrals, ensuring referrals are completed accurately and promptly.
- Oversee the processing and tracking of patient referrals, including managing referral databases and systems.
- Identify opportunities to improve existing processes for patient record management, workflow administration, and referral handling.
- Collaborate with colleagues, healthcare professionals, and doctors to verify and maintain the accuracy of patient information in medical records.
- Ensure adherence to the Data Protection Act and Caldicott guidelines, safeguarding the security and confidentiality of patient information.
- Ensure that all team members are trained on relevant systems, including Docman and other referral and document management platforms.
- Monitor the teams performance, providing guidance, feedback, and training as needed.
- Manage the communication of any urgent issues or problems to the practice management team.
- Attend and minute operational and clinical meetings.
- Lead on ensuring policies and procedures relating to scope of remit are updated and reviewed at least annually.
Safeguarding Admin Duties:
- Act as the administrative lead for safeguarding within the practice, ensuring that all safeguarding documentation is managed accurately and securely.
- Maintain up-to-date safeguarding records, ensuring that all patient safeguarding concerns are logged and monitored in compliance with safeguarding protocols.
- Work closely with the Safeguarding Lead (clinical staff) to coordinate safeguarding meetings, case reviews, and follow-up actions.
- Ensure timely and accurate communication between the safeguarding team, external agencies, and the practice.
- Keep the safeguarding team informed of any changes in safeguarding policies, guidelines, or procedures.
- Ensure safeguarding processes are in line with national and local safeguarding policies and frameworks, supporting the ongoing development of best practices.
Patient Group/Patient Event Management:
- Assist the Practice Manager with the management and coordination of the patient group, facilitating regular meetings and ensuring open lines of communication between the practice and the group.
- Gather and analyse feedback from the patient group, addressing concerns, suggestions, and identifying areas for improvement.
- Promote patient engagement initiatives to foster stronger relationships between the practice and its patients.
- Manage social media and practice website to foster and build relations with our patient group promoting the practice in a positive light.
- Work with the management team to incorporate patient group feedback into practice improvements and service developments.
Person Specification
Experience
Essential
- Previous primary care experience in General Practice.
Desirable
- Previous experience as a Medical Secretary.
- Knowledge of EMIS/Docman software.
Person Specification
Experience
Essential
- Previous primary care experience in General Practice.
Desirable
- Previous experience as a Medical Secretary.
- Knowledge of EMIS/Docman software.
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.
