Practice secretary

Job summary

You would be employed as a full time secretary to Dr Colin Marks at the surgery premises in Romford. Duties involve the administrative care of mainly NHS patients, but also some non- NHS patients, clients and organisations. Contact may sometimes be direct (face to face) but mainly indirect (eg e mail , telephone , scanning and typing letters and reports). Good communication skills are vital,interacting with patients coming to reception,as is a friendly professional telephone manner, able to deal with challenges as they arise.

You will type some medicolegal reports , dictated onto tape by Dr Marks. You will create invoices for these and other reports and keep a record .

You will create some private prescriptions, to be checked and verified by Dr Marks. You will then e mail these to the respective chemist.

You will take notes and minutes at Practice Meetings.

These tasks and those listed below are not an exhaustive list and from time to time reasonable tasks that lie within your capability and level of responsibility will be requested of you.

You must be able to multitask and work under pressure. It is essential to have experience working as a secretary in a GP surgery. You need to be very familiar with the EMIS clinical system.

It is a busy job and the time will pass quickly ! It is stimulating and enjoyable to work in a small team ,all working towards providing the best care we can for our patients ,whom you will get to know quickly.We all pull together and support each other.

Main duties of the job

The main duties are secretarial , acting as an administrative link between Dr Marks and his patients and the many other primary care professionals with whom we have close links , as well as business partners in Crest PCN (our Primary care Network ) , Havering CCG (Clinical Commisioning Group ) and various NHS bodies.

You will proactively remind Dr Marks of tasks to be prioritised that day and the next day.

Your duties will include processing the internal e mails that come from Dr Marks himself (tasks ) and external e mails that come from a wide variety of sources.

You will open and process the daily post (Royal Mail ) and internal courier post.

You will create and monitor the Practice Diary, processing and tracking the various daily tasks , meetings and reminders and making appointments.

You will create electronic referrals to hospital and community clinics and liase with patients and create an audit trail on the clinical system for each patient task.

You may be asked to chaperone Dr Marks for a child or female patient .You will be given formal training for this ifneeded.

You will be asked to generate computer audits of patients /diseases from the clinical system.You will liase with the Clinical Pharmacist , Vaccination Coordinator , Digital IT PCN lead and other local colleagues in this . This will include QOF audits when needed.

You will monitor stock levels of stationery and disposable clinical items , including pathology supplies, and requisition supplies by e mail or telephone.

About us

We are a small,busy and thriving NHS General Practice in suburban Romford,close to Queens Hospital.The practice has been here since the 1930s,and Dr.Marks has run the practice single handedly since 1987 so we are well established in the local community.We are a close knit team, comprising four receptionists ,whose duties and hours of work overlap, and they cover each other - a full time practice secretary, a practice nurse and the doctor himself. Other PCN (Primary Care Network ) professionals visit on a rota with other local practices eg physiotherapist / podiatrist / social prescriber/ clinical pharmacist / mental health practitioner - We provide high quality holistic care to our patients, as proven by our "Good" rating in all domains by the Care Quality Commission. As often the first point of contact at the surgery on the telephone or computer , in close liason with Dr Marks ,the practice secretary plays a pivotal roll in the smooth and efficient day to day running of the surgery.

You will be entitled to 4 weeks annual leave plus Bank Holidays.

You are entitled to join /remain in the NHS Pension Scheme

The post will be 37 hours per week. 4 weekdays would be 9 - 5 and Wednesday or Thursday would be 9 - 2

We can be flexible on timings.

From time to time you must be willing to briefly cover reception if the receptionist goes to lunch and other staff are not available. Occasionally you will be asked to cover if a receptionist is unexpectedly off sick, or on holiday.