Job summary
To
be responsible for undertaking a wide range of secretarial and administrative
duties and the provision of administrative support to the multidisciplinary
team. 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).
Please note this will be a 20 hour position working Monday to Friday between 8am & 5.30pm
Main duties of the job
a.
Typing
letters, reports and associated documentation as required
b.
Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
c.
Manage
all enquires in an effective manner
d.
Maintain
an accurate referrals database
e.
Process
calling letters as requested
f.
Scanning
of patient related documentation and attaching scanned documents to patients
healthcare records
g.
Input
data into the patients healthcare records as necessary
h.
Process
referrals using the electronic referral system (ERS)
i.
Process
requests for information i.e. SAR, insurance / solicitors letters and DVLA
forms
j.
Read
code data on Emis Web system
k.
Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
l.
Manage
all administrative queries as necessary
m.
Carry
out system searches as requested
n.
Maintain
a clean, tidy, effective working area at all times
Support all clinical staff with general
administrative tasks as requested
About us
Darwen Healthlink is a high QOF achiever and we use Emis Web Clinical System, Lexacom, Remote Access and Iplato. Our patient list size is currently over 15,000 patients and we are located in a modern multipurpose Health Centre with a variety of Community based healthcare providers within the building such as Treatment Rooms, Dental, Podiatry, MSK, Audiology and have an onsite Community Pharmacy. The Health Centre is located just off Junction 4 of the M65 providing easy access to the Motorway networks
Our practice team consists of:
4 GP Partners, a management team, 3 Salaried GP's, 2 Clinical Pharmacists, 1 Pharmacy Technician, 1 Mental Health Practitioner, 5 Practice Nurses 1 Healthcare Assistant and a Phlebotomist; all of which are supported by an effective and professional administrative team who have been provided with a high standard of training which includes workflow optimisation, care navigation, medication support and customer care.
Job description
Job responsibilities
To
be responsible for undertaking a wide range of secretarial and administrative
duties and the provision of administrative support to the multidisciplinary
team. 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).
All
staff at Darwen Healthlink have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards
ED&I creates and environment where all individuals are able to achieve
their full potential. Creating such an environment is important for three
reasons: it improves operational effectiveness, it is morally the right thing
to do, and it is required by law.
Patients and their families have the right to be
treated fairly and be routinely involved in decisions about their treatment and
care. They can expect to be treated with dignity and respect and will not be
discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief, sex or sexual orientation. Patients have a responsibility
to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in
recruitment and career progression. Staff can expect to work in an environment
where diversity is valued and equality of opportunity is promoted. Staff will
not be discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief, sex or sexual orientation. Staff have a responsibility to
ensure that you treat our patients and their colleagues with dignity and
respect.
Safety, Health,
Environment and Fire (SHEF)
This practice is committed to supporting and
promoting opportunities to for staff to maintain their health, well-being and
safety. You have a duty to take reasonable care of health and safety at work
for you, your team and others, and to cooperate with employers to ensure
compliance with health and safety requirements. All personnel are to comply
with the Health and Safety at Work Act 1974, Environmental Protection Act 1990,
Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other
statutory legislation.
Confidentiality
This
practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and
retain sensitive information relating to their health and other matters,
pertaining to their care. They do so in
confidence and have a right to expect all staff will respect their privacy and
maintain confidentiality at all times.
It is essential that if, the legal requirements are to be met and the
trust of our patients is to be retained that all staff protect patient
information and provide a confidential service.
Quality & Continuous Improvement (CI)
To
preserve and improve the quality of our output, all personnel are required to
think not only of what they do, but how they achieve it. By continually
re-examining our processes, we will be able to develop and improve the overall
effectiveness of the way we work. The responsibility for this rests with
everyone working within the practice to look for opportunities to improve
quality and share good practice.
This
practice continually strives to improve work processes which deliver health
care with improved results across all areas of our service provision. We
promote a culture of continuous improvement, where everyone counts and staff
are permitted to make suggestions and contributions to improve our service
delivery and enhance patient care.
Induction Training
On arrival at the
practice all personnel are to complete a practice induction programme; this is
managed by the Management team.
Learning and Development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and competences
to perform their role. All staff will be required to partake and complete
mandatory training as directed by the training coordinator, as well as
participating in the practice training programme. Staff will also be permitted (subject to
approval) to undertake external training courses which will enhance their
knowledge and skills, progress their career and ultimately, enable them to
improve processes and service delivery.
Collaborative Working
All
staff are to recognise the significance of collaborative working. Teamwork is
essential in multidisciplinary environments. Effective communication is
essential and all staff must ensure they communicate in a manner which enables
the sharing of information in an appropriate manner.
Service Delivery
Staff
at Darwen Healthlink must adhere to the information contained with practice
policies and regional directives, ensuring protocols are adhered to at all
times. Staff will be given detailed information during the induction process
regarding policy and procedure.
Security
The
security of the practice is the responsibility of all personnel. Staff must
ensure they remain vigilant at all times and report any suspicious activity
immediately to their line manager. Under
no circumstances are staff to share the codes for the door locks to anyone and
are to ensure that restricted areas remain effectively secured.
Professional Conduct
At
Darwen Healthlink, staff are required to dress appropriately for their role. Administrative
staff will be provided with a uniform whilst clinical staff must dress in
accordance with their role.
Leave
All
personnel are entitled to take leave. Line managers are to ensure all of their
staff are afforded the opportunity to take a minimum of 27 days leave each
year, and should be encouraged to take all of their leave entitlement.
Job description
Job responsibilities
To
be responsible for undertaking a wide range of secretarial and administrative
duties and the provision of administrative support to the multidisciplinary
team. 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).
All
staff at Darwen Healthlink have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards
ED&I creates and environment where all individuals are able to achieve
their full potential. Creating such an environment is important for three
reasons: it improves operational effectiveness, it is morally the right thing
to do, and it is required by law.
Patients and their families have the right to be
treated fairly and be routinely involved in decisions about their treatment and
care. They can expect to be treated with dignity and respect and will not be
discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief, sex or sexual orientation. Patients have a responsibility
to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in
recruitment and career progression. Staff can expect to work in an environment
where diversity is valued and equality of opportunity is promoted. Staff will
not be discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief, sex or sexual orientation. Staff have a responsibility to
ensure that you treat our patients and their colleagues with dignity and
respect.
Safety, Health,
Environment and Fire (SHEF)
This practice is committed to supporting and
promoting opportunities to for staff to maintain their health, well-being and
safety. You have a duty to take reasonable care of health and safety at work
for you, your team and others, and to cooperate with employers to ensure
compliance with health and safety requirements. All personnel are to comply
with the Health and Safety at Work Act 1974, Environmental Protection Act 1990,
Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other
statutory legislation.
Confidentiality
This
practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and
retain sensitive information relating to their health and other matters,
pertaining to their care. They do so in
confidence and have a right to expect all staff will respect their privacy and
maintain confidentiality at all times.
It is essential that if, the legal requirements are to be met and the
trust of our patients is to be retained that all staff protect patient
information and provide a confidential service.
Quality & Continuous Improvement (CI)
To
preserve and improve the quality of our output, all personnel are required to
think not only of what they do, but how they achieve it. By continually
re-examining our processes, we will be able to develop and improve the overall
effectiveness of the way we work. The responsibility for this rests with
everyone working within the practice to look for opportunities to improve
quality and share good practice.
This
practice continually strives to improve work processes which deliver health
care with improved results across all areas of our service provision. We
promote a culture of continuous improvement, where everyone counts and staff
are permitted to make suggestions and contributions to improve our service
delivery and enhance patient care.
Induction Training
On arrival at the
practice all personnel are to complete a practice induction programme; this is
managed by the Management team.
Learning and Development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and competences
to perform their role. All staff will be required to partake and complete
mandatory training as directed by the training coordinator, as well as
participating in the practice training programme. Staff will also be permitted (subject to
approval) to undertake external training courses which will enhance their
knowledge and skills, progress their career and ultimately, enable them to
improve processes and service delivery.
Collaborative Working
All
staff are to recognise the significance of collaborative working. Teamwork is
essential in multidisciplinary environments. Effective communication is
essential and all staff must ensure they communicate in a manner which enables
the sharing of information in an appropriate manner.
Service Delivery
Staff
at Darwen Healthlink must adhere to the information contained with practice
policies and regional directives, ensuring protocols are adhered to at all
times. Staff will be given detailed information during the induction process
regarding policy and procedure.
Security
The
security of the practice is the responsibility of all personnel. Staff must
ensure they remain vigilant at all times and report any suspicious activity
immediately to their line manager. Under
no circumstances are staff to share the codes for the door locks to anyone and
are to ensure that restricted areas remain effectively secured.
Professional Conduct
At
Darwen Healthlink, staff are required to dress appropriately for their role. Administrative
staff will be provided with a uniform whilst clinical staff must dress in
accordance with their role.
Leave
All
personnel are entitled to take leave. Line managers are to ensure all of their
staff are afforded the opportunity to take a minimum of 27 days leave each
year, and should be encouraged to take all of their leave entitlement.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of working in a health care setting as a medical secretary
- 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 & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & 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
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Desirable
- Experience of administrative duties
- EMIS user skills
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of working in a health care setting as a medical secretary
- 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 & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & 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
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Desirable
- Experience of administrative duties
- EMIS 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.
