Job responsibilities
The post holder willprovide comprehensive and efficient secretarial support to the Partners, GPs, Nurses, and Practice Management Team.
Main duties and responsibilities:
To work with members of the secretarial and administration team to ensure workload is completed in a timely and efficient manner.
To provide a first-class secretarial service to the Practice and Patients.
Secretarial Support
Provide secretarial support to the GP Partners, clinical and Practice Management Teams as required.
Effectively use the e-Referral service.
Prepare and produce letter using document templates, i.e.Hospital referrals, call letters, etc.
Clinical system recording for both hospital and private referrals.
Audit trail for referrals ensuring referral process is completed by clinicians.
Liaising with Healthcare Professionals, Community Care Co-Ordinator, Patients, Solicitors and other External Organisations to assist with the resolution and administration of queries, and administration of insurance reports/medicals.
Provide administrative support for meetings, including scheduling meetings, producing agendas, taking minutes.
Assist the Management Team in updating and production of Practice Policies
Maintain and update significant event log/complaints & compliments log
Assist the Management Team in the completion of declarations, audits, toolkits as required by NHS England/Integrated Care Board/CQC etc
Maintain filing system for the Management Team
Finance
Maintenance of appropriate system for the monitoring of payments invoiced and received for non NHS services, undertaken by the Practice in conjunction with Practice Manager/Business Support Manager.
Order office supplies
Communications and Digital Media
Assist the management team in ensuring patient communication is relevant, timely and appropriate.
Maintain accurate, appropriate information on digital platforms such as NHS Choices, Practice FaceBook page, electronic noticeboards. Monitor and respond to feedback received.
Produce, update and distribute written patient information in the form of patient posters, newsletters for publication.
Assist with the messaging services to patients eg AccuRx/Iplato, for both bulk campaigns and individual communications.
Support the management team in introducing new systems into the Practice.
Facilities
Co-ordinate maintenance of the telephone system, liaising with the telephone supplier to ensure the system is fully operative at all times and arrange maintenance and amend functions when appropriate.
Schedule in maintenance work/servicing of equipment.
Obtain quotes for work required to Practice premises and equipment on site.
Maintain a hardware and software asset register.
General duties
To work confidentially at all times.
Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.