Job summary
We are seeking a medical administrator / secretary to join our
team. The successful candidate will join an existing team or 3 people.
The team are responsible for undertaking a wide range of
secretarial and administrative duties and the provision of administrative
support to the multidisciplinary team.
We are ideally looking for someone to work 20-25 hours a week,
preferably afternoons, across Monday to Friday but there is some flexibility
with this. Experience working in an administrative and/or secretarial role is
essential. Prior experience in a GP surgery would be desirable but full
training will be provided.
Main duties of the job
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Candidates will require good IT skills, accurate typing, proof-reading and attention to detail. The role involves regular communication with healthcare professionals and the public so being comfortable communicating by phone, email and letter are important.
About us
We are a large GP Practice caring for over 19,000
patients in Abbeydale, on the outskirts of Gloucester. We have an extensive
multi-disciplinary team that includes GPs, Advanced Nurse Practitioners,
Pharmacists, Pharmacy Technicians, Physiotherapists, Mental Health Nurses,
Practice Nurses, Health Care Assistants, Social Prescribers, Patient Advisers,
and Administrators. We are fortunate to operate from a modern, purpose-built
building.
Job description
Job responsibilities
The following are the key
responsibilities of the Medical Administrator / 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:
- Typing
letters, reports and associated documentation as required
- Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
- Managing
all enquiries in an effective manner
- Actioning
all incoming email to the shared secretary email account
- Inputting
data into the patients healthcare records as necessary
- Processing
referrals using the electronic referral system (ERS)
- Answering
incoming phone calls, transferring calls or dealing with the callers request
appropriately
- Managing
all administrative queries as necessary
- Chasing up clinical results, x-rays, clinic letters by phone and email
- Carrying
out system searches as requested
- Maintaining
a clean, tidy, effective working area at all times
- Supporting
all clinical staff with general administrative tasks as requested
Please see the attached job description for full details.
Job description
Job responsibilities
The following are the key
responsibilities of the Medical Administrator / 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:
- Typing
letters, reports and associated documentation as required
- Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
- Managing
all enquiries in an effective manner
- Actioning
all incoming email to the shared secretary email account
- Inputting
data into the patients healthcare records as necessary
- Processing
referrals using the electronic referral system (ERS)
- Answering
incoming phone calls, transferring calls or dealing with the callers request
appropriately
- Managing
all administrative queries as necessary
- Chasing up clinical results, x-rays, clinic letters by phone and email
- Carrying
out system searches as requested
- Maintaining
a clean, tidy, effective working area at all times
- Supporting
all clinical staff with general administrative tasks as requested
Please see the attached job description for full details.
Person Specification
Experience
Essential
- - Experience of working with the general public
- - Experience of administrative duties
Desirable
- - Experience of working in a healthcare setting as a medical secretary
Skills and Personal Qualities
Essential
- - Excellent communication skills (written and oral)
- - Strong IT skills, including audio typing
- - Clear, polite telephone manner
- - Competent in the use of Office and Outlook
- - Effective time management (planning and organising)
- - Ability to work as a team member and autonomously
- - Good interpersonal skills
- - Problem solving and analytical skills
- - Ability to follow policy and procedure
- - Polite and confident
- - Flexible and cooperative
- - Motivated
- - Forward thinker
- - High levels of integrity and loyalty
- - Sensitive and empathetic in distressing situations
- - Ability to work under pressure
Desirable
- - Clinical IT system user skills
Person Specification
Experience
Essential
- - Experience of working with the general public
- - Experience of administrative duties
Desirable
- - Experience of working in a healthcare setting as a medical secretary
Skills and Personal Qualities
Essential
- - Excellent communication skills (written and oral)
- - Strong IT skills, including audio typing
- - Clear, polite telephone manner
- - Competent in the use of Office and Outlook
- - Effective time management (planning and organising)
- - Ability to work as a team member and autonomously
- - Good interpersonal skills
- - Problem solving and analytical skills
- - Ability to follow policy and procedure
- - Polite and confident
- - Flexible and cooperative
- - Motivated
- - Forward thinker
- - High levels of integrity and loyalty
- - Sensitive and empathetic in distressing situations
- - Ability to work under pressure
Desirable
- - Clinical IT system user 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.