Senior Administrator/ Medical Secretary

Job description

Job responsibilities

Provide support to the administrative staff:

• Support the middle management team in the day-to-day coordination of the practice
• Support the Practice Manager and Clinical Performance Manager to ensure quality performance and compliance across the practice (recalls).
• Deal with any problems reported by the members of the team
• Coordinate the schedule for regular meetings and maintain accurate minutes, attend internal and external meetings when required to represent the Practice
• Managing day to day clinical room Rota
• Keep the practice manager/ middle management team informed of any matters arising or problems / potential problems
• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
• Ensure communication systems are running smoothly and doctors, nurses, pharmacists, and non-clinical staff are kept fully informed of changes to and developments in operational procedures
• Assist with production, upkeep, and accessibility of practice procedures and protocols
• Creating and updating records ensuring accuracy and maintaining information validity
• Creating, editing and updating spreadsheets
• Composing emails and circulating emails to multiple recipients within and outside of the organisation
• Creating and maintaining an online system for delivery/ dispatch notes.
• Resolve office-related and clinical room malfunctions and respond to requests and issues
• Assists with organising events

Patients services:

• Undertake daily key operational tasks, examples include running results/document links and appropriately allocating to clinicians, appointment text message system management and review
• Managing (reassigning) tasks/ requests/ documents when a team member is absent.
• Manage Safety netting system
• Manage eRS workflow
• Provide secretarial cover
• Manage SCR workflow
• Recalls including running weekly recall toll and recalling patients for LTC, cervical cytology, childhood immunisations and any other central database generated services/requirements
• Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:

1. Cytology
2. Support flu and other vaccination clinics and co-ordinate staffing
3. Pathology results
4. Immunisation recalls (excluding childhood immunisations)

• Managing Antenatal/ Postnatal care: new baby registrations Child Imm/ 6-8 weeks check program Postnatal check

• Assisting the Practice Operations Manager in Minor Surgery management, ie booking patients in.
• Manage patient information such as slideshow in the reception, leaflets, etc.

Secretarial responsibilities:

• 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, etc in an accurate and quality manner.
• Use of the e-Referral Service system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient.
• Resolving problems which relate to the e-Referral Service. This includes changes to place of referral and dealing with rejected referrals.
• To retrieve medical records and assist in the completion of medical/insurance records.
• To copy and check medical requests for Solicitor requests.
• Liaising with the Solicitors and the GP to ensure the copies of medical records are provided within a timely manner.

Monitor stock levels, usage and re-order requirements of stationary, cleaning, refreshments and sundry items:

• On a regular and ad hoc basis, monitor general usage and re-order requirements for stationary, cleaning, refreshment, and sundry items
• Maintaining clinical and office room equipment such as printers, PCs, etc.
• Supporting the HCA and nursing team with the clinical room, reception and PPE stocking as necessary
• Ensure the practice kitchen is stocked and maintained, including unloading the dishwasher
• Working with the Practice Operations Manager to register, log, track and monitor the use of practice equipment via practice systems and processes such as laptops, heaters, air fans, etc.
• Liaise with the practice manager for order or purchase requirements
• Checking the franking machine is in working order and has sufficient funds and managing outgoing post
• Signing for, unpacking and distributing packages

Special statistical or data reports as required:

• Contribution to and submission of appropriate returns and reports as delegated by management to relevant bodies, including NCLICB, NHSE (relating to Antenatal/ Postnatal Care and Cytology).

Information technology:

• Have a full understanding of the appointment system
• Have a working knowledge of all software and hardware
• Add, remove or edit users on different IT platforms.
• Deal with IT issues and follow through to resolution
• Train/ support staff in the use of systems
• Co-ordinate updates and changes to the clinical system
• Co-ordinate the website, NHS Choices, Google and any other media and ensure content is up- to-date and fit for purpose
• Unblock smartcards
• Assist the Practice Manager and Practice Operations Manager in creating and maintaining self- help information to empower staff to resolve issues.

Other tasks:

• Receiving practice visitors when they arrive and showing them the respective offices.
• Receiving Locums and setting them up onto the systems.
• Assist Patient Participation Group.
• Provide support with reception, administration, nursing and management duties when required
• Keeping all shared working areas, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
• Work under pressure with minimal supervision, safely use initiative with the ability to prioritise and also recognise when to ask for information or help
• All other responsibilities and tasks not listed here that relate to this post and the smooth running of the practice and contribute to the role within the remit of the Practice Administrator.

Person Specification

Experience

Essential

• Experience in administration

Desirable

• Experience of working in primary care

Qualifications

Essential

• Education - A levels and above

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

Clerkenwell Medical Practice

Address

Finsbury Health Centre

Pine Street

London

EC1R 0LP

Employer's website

https://www.clerkenwellmedicalpractice.org.uk/ (Opens in a new tab)