Job summary
Job
Title:GP Practice Secretary
Job
specification: The ideal candidate will have great organisational
and administrative capabilities, superior communication skills, confident
computer skills, adept multitasking ability, and unwavering attention to
detail.
Hours: Roughly
30 hours per week
Pay: To be
negotiated based on suitability and experience
Main duties of the job
1.To provide an efficient audio, copy typing and word
processing service for GPs and Health Professionals as required. This includes
the typing of letters, reports, patient referrals, minutes, memorandums, etc.,
in a professional, accurate and quality manner.
2.Administer e-referral
and referral letter system and process patient referrals to specialists and
secondary care providers including external contractors/ private providers.
3. Arrange and schedule
meetings, attend meetings to document minutes. Facilitate timely
patient bookings and admissions with hospitals/specialists
4.Maintain meticulous
medical records and filing systems, both electronic and paper. Address right to access requests
appropriately and per GDPR compliance policies
5.To extract medical details and assist the completion of
medical/insurance reports and legal matters.
6. To assist with the gathering of statistics and information when required.
7.To receive incoming and initiate outgoing telephone
calls in order to facilitate timely and appropriate communications with others,
taking messages and dealing with appropriate queries.
8.Manage invoices and
maintain financial spreadsheet
9. Communicate efficiently
and professionally to multi-disciplinary teams including hospitals and
community services
10.To provide cover for members of the
administrative/secretarial team during periods of sickness and annual leave. Manage our in house
counsellor appointments and referrals
About us
Our Organisation: Robin Hood Lane Health Centre
Robin Hood Lane Health Centre is an exciting, forward thinking, and
innovative practice in South London. We are a well-established training surgery
with multiple GP trainees, with an ever-growing practice population of 14,500.
We have a large, modern practice building, and have a variety of practice staff
working with us. We always achieve high scores in the Quality & Outcomes
Framework.
Our
Values:
Our organisational values are:
- Professional: We are
trustworthy and committed, demonstrating honesty, respect and courtesy in every
interaction.
- Person Centred: Care and
compassion are at the heart how we treat our patients and each other. We ensure
patients are involved in their care.
- Aspirational: We are on a
mission to innovate and continually look for improvements in what we provide
for our patients and our staff.
- Responsive: We listen and engage with our community and staff,
displaying flexibility, creativity and open-mindedness in how we respond.
Job description
Job responsibilities
- Manage our in house counsellor appointments and referrals
- Attend and keep minutes and track of our in-house GSF meetings
- To order and maintain adequate supplies of office stationery and any other provisions requested by the Practice Manager/Doctors/Healthcare Professionals.
- To send mail and organize mail dispatch and receipt
- Complete mandatory trainings to stay updated on healthcare administration best practices
- Perform tasks as assigned by supervising providers through digital workflows or email
- Maintain the highest discretion and patient confidentiality at all times
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive 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 own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate.
- Any other duties within the grade as may be requested from time to time by the Practice Manager to ensure the smooth and efficient running of the Practice.
This Job Description is a reflection of the current position and is not exhausted, and may be subject to amendment in the light of subsequent developments and continual change, on discussion with the post holder.
Job description
Job responsibilities
- Manage our in house counsellor appointments and referrals
- Attend and keep minutes and track of our in-house GSF meetings
- To order and maintain adequate supplies of office stationery and any other provisions requested by the Practice Manager/Doctors/Healthcare Professionals.
- To send mail and organize mail dispatch and receipt
- Complete mandatory trainings to stay updated on healthcare administration best practices
- Perform tasks as assigned by supervising providers through digital workflows or email
- Maintain the highest discretion and patient confidentiality at all times
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive 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 own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate.
- Any other duties within the grade as may be requested from time to time by the Practice Manager to ensure the smooth and efficient running of the Practice.
This Job Description is a reflection of the current position and is not exhausted, and may be subject to amendment in the light of subsequent developments and continual change, on discussion with the post holder.
Person Specification
Qualifications
Essential
- *Good standard of general education
- *GCSE Mathematics
- *GCSE English
- *RSA Typewriting levels 1 & 2 or equivalent qualification
- *RSA Word Processing/Information Technology or equivalent qualification
Desirable
- *AMSPAR Medical Secretary Diploma
- *European Computer Driving Licence (ECDL)
- *Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patents, Solicitors and other External Organisations
Experience
Essential
- *Practical experience of working with others
- *Practical experience of computerised recording systems
- *Experience of using own initiative
- *Experience of working in a secretarial role
- *Experience of audio typing
- *Excellent communication skills (Written and Oral)
- *IT skills
- *Time Management and the ability to work to deadlines
- *Problem solving skills
- *Interpersonal skills
Desirable
- *Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patents, Solicitors and other External Organisations
- *A detailed understanding of a General Practice Office environment
- *Working knowledge of medical terminology
- *An understanding of the GMS/PMS contract competency framework
- *An understanding of the Practice clinical system
- *Negotiation and conflict management
Behavioural Skills
Essential
- *Planning and organising
- *Performing under pressure
- *Adaptability
- *Taking the initiative
- *Team working
- *Self-motivated
- *Flexibility
Person Specification
Qualifications
Essential
- *Good standard of general education
- *GCSE Mathematics
- *GCSE English
- *RSA Typewriting levels 1 & 2 or equivalent qualification
- *RSA Word Processing/Information Technology or equivalent qualification
Desirable
- *AMSPAR Medical Secretary Diploma
- *European Computer Driving Licence (ECDL)
- *Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patents, Solicitors and other External Organisations
Experience
Essential
- *Practical experience of working with others
- *Practical experience of computerised recording systems
- *Experience of using own initiative
- *Experience of working in a secretarial role
- *Experience of audio typing
- *Excellent communication skills (Written and Oral)
- *IT skills
- *Time Management and the ability to work to deadlines
- *Problem solving skills
- *Interpersonal skills
Desirable
- *Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patents, Solicitors and other External Organisations
- *A detailed understanding of a General Practice Office environment
- *Working knowledge of medical terminology
- *An understanding of the GMS/PMS contract competency framework
- *An understanding of the Practice clinical system
- *Negotiation and conflict management
Behavioural Skills
Essential
- *Planning and organising
- *Performing under pressure
- *Adaptability
- *Taking the initiative
- *Team working
- *Self-motivated
- *Flexibility
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.
Employer details
Employer name
Sutton Primary Care Networks
Address
Robin Hood Lane Health Centre
Robin Hood Lane
Sutton
Surrey
SM12RJ
