Job summary
To provide a high level of secretarial support to the practice manager, doctors and health professionals, involving work over two sites. Work closely within the secretarial team providing support, guidance and development to other members of secretarial team. To be responsible for the provision of an efficient, comprehensive secretarial and administrative support service to the Practice.
Main duties of the job
Support the Practice Managers with coordinating the monthly secretarial meetings.
To undertake duties without direct supervision, working within broad procedural guidelines. Mentor and support team members.To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant.
To ensure that complaints which cannot be swiftly resolved to the patients satisfaction should be referred to the Practice Manager.
Good communications are extremely important within the Practice, with patients and with outside agencies and you are expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patients confidentiality.
About us
Dr G Singh and Partners are a large 3 Partner Practice based over two sites in Southall and Hayes. We have a mixed clinical and non-clinical workforce, including Receptionists, Administrators, Secretaries and our clinical team are made up of GP's, Nurses, Nurse Practitioners, Pharmacist and Healthcare Assistants. We work closely with our PCN team who also deliver care to our patients this team consists of Clinical Pharmacists, Social Prescribers, Physiotherapists and Paramedics.
Date posted
22 August 2023
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A4082-23-0002
Job locations
1-3 Woodlands Road
Southall
Middlesex
UB1 1EQ
Doctors Surgery
238 Botwell Lane
Hayes
Middlesex
UB3 2AP
Job description
Job 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, minutes, memorandums, etc. in an accurate and quality manner.
To deal with patient enquiries, exercising initiative with regard to action necessary
To communicate and liaise between all staff
To help and support colleagues as required, including cover for annual leave and sickness
Enter all correspondence on to the Practice clinical system using read codes where appropriate and to log all referrals.
To use the electronic referral system to manage NHS referrals and to ensure the worklist is checked daily.
To accurately process all community and local referrals.
To send all rego referral and to update clinicians by sending a task once the response has been received.
To clear down, tasks in the Secretaries folders in systmone to an acceptable level and maintain and update the pending tasks.
To clear down secretaries folder in the practice Nhsmail inbox.
To process individual funding request referrals.
To check on all urgent and two week wait referrals to ensure that they have been received.
To update and maintain failsafe logs ensuring referrals have been followed up and logged in the spreadsheet every two weeks. Reporting any issues to the practice manager or clinical lead.
To keep a daily log of completed tasks.
To type any invoices as required.
Arrange appointments as requested and take messages when appropriate. Deal with any telephone enquiries and always answer the telephone with a polite and professional manner.
To keep an updated list of PRG members send meeting invitations and gather confirmations.
Set up and invite patients to virtual group consultations via MS teams.
Maintain any personal correspondence files as required by the Practice
To assist in the cancellation of surgeries due to sickness etc. by contacting patients and to re-appoint either by letter or telephone
To manage and order supplies for the franking machine and provide training to colleagues on the use of the franking machine, to frank post and log into the post book.
Attend training and meetings to keep updated with local referral process and procedures.
Housekeeping and management of systmone referral folders and templates
To assist the practice manager with all clerical and administrative duties.
To assist the practice manager in the logging of incoming complaints and seas, typing up the investigations, responses and learning outcomes. Keep an updated spread sheet with details of incoming complaints and SEAs.
Keep an updated register of the practices safeguarding children and safeguarding adult cases.
Complete safeguarding report requests and book with the GP for checking and finalising.
To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
To retrieve medical records and assist the completion of medical/insurance reports.
Use the practices electronic software (IGPR) to process accurately subject access requests medical insurance report requests.
Keep all information relating to fee paying requests for medical reports, insurance reports and copies updated in the practice spreadsheet and where required ensuring fees have been received prior to the completion of the report.
Check the reports email daily and action incoming requests and queries.
File patient records and correspondence in patient medical records.
To maintain the computer clinic system in an accurate and secure manner.
To assist with the gathering of statistics and information when required.
To provide cover for members of the secretarial team during periods of sickness and annual leave.
To receive and dispatch mail and maintain a pending system.
Perform any reasonable administrative tasks as requested
To assist with any other reasonable tasks allocated by managers
All staff are required to take their share of providing cover, when necessary for colleagues
who may be absent due to holidays or illness. This is a mandatory requirement of the role.
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 that 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
Service Delivery
Staff 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 the Practice Manager. Under
no circumstances are staff to share the codes for the doors/alarm with anyone and are to ensure
that restricted areas remain effectively secured.
Communication/Collaborative working
The post-holder should recognize the importance of effective communication and collaborative
working within the team and will strive to:
Work as a team this is essential and enables sharing of information
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
Feedback
To listen to feedback from patients and colleagues whether this be a complaint, comment or compliment and if it cannot be dealt with immediately, ensure it is reported immediately to the Practice Manager.
CQC
To work within the guidelines set byCQC to ensure that the Practice is safe,efficient andprovides the best possible care for patients.
To offer suggestions to the Practice Manager on how we can improve, progress anddevelop processes.
Any Other Duties
Any other duties as may be determined by the Practice Management Team and Partners.
Job description
Job 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, minutes, memorandums, etc. in an accurate and quality manner.
To deal with patient enquiries, exercising initiative with regard to action necessary
To communicate and liaise between all staff
To help and support colleagues as required, including cover for annual leave and sickness
Enter all correspondence on to the Practice clinical system using read codes where appropriate and to log all referrals.
To use the electronic referral system to manage NHS referrals and to ensure the worklist is checked daily.
To accurately process all community and local referrals.
To send all rego referral and to update clinicians by sending a task once the response has been received.
To clear down, tasks in the Secretaries folders in systmone to an acceptable level and maintain and update the pending tasks.
To clear down secretaries folder in the practice Nhsmail inbox.
To process individual funding request referrals.
To check on all urgent and two week wait referrals to ensure that they have been received.
To update and maintain failsafe logs ensuring referrals have been followed up and logged in the spreadsheet every two weeks. Reporting any issues to the practice manager or clinical lead.
To keep a daily log of completed tasks.
To type any invoices as required.
Arrange appointments as requested and take messages when appropriate. Deal with any telephone enquiries and always answer the telephone with a polite and professional manner.
To keep an updated list of PRG members send meeting invitations and gather confirmations.
Set up and invite patients to virtual group consultations via MS teams.
Maintain any personal correspondence files as required by the Practice
To assist in the cancellation of surgeries due to sickness etc. by contacting patients and to re-appoint either by letter or telephone
To manage and order supplies for the franking machine and provide training to colleagues on the use of the franking machine, to frank post and log into the post book.
Attend training and meetings to keep updated with local referral process and procedures.
Housekeeping and management of systmone referral folders and templates
To assist the practice manager with all clerical and administrative duties.
To assist the practice manager in the logging of incoming complaints and seas, typing up the investigations, responses and learning outcomes. Keep an updated spread sheet with details of incoming complaints and SEAs.
Keep an updated register of the practices safeguarding children and safeguarding adult cases.
Complete safeguarding report requests and book with the GP for checking and finalising.
To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
To retrieve medical records and assist the completion of medical/insurance reports.
Use the practices electronic software (IGPR) to process accurately subject access requests medical insurance report requests.
Keep all information relating to fee paying requests for medical reports, insurance reports and copies updated in the practice spreadsheet and where required ensuring fees have been received prior to the completion of the report.
Check the reports email daily and action incoming requests and queries.
File patient records and correspondence in patient medical records.
To maintain the computer clinic system in an accurate and secure manner.
To assist with the gathering of statistics and information when required.
To provide cover for members of the secretarial team during periods of sickness and annual leave.
To receive and dispatch mail and maintain a pending system.
Perform any reasonable administrative tasks as requested
To assist with any other reasonable tasks allocated by managers
All staff are required to take their share of providing cover, when necessary for colleagues
who may be absent due to holidays or illness. This is a mandatory requirement of the role.
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 that 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
Service Delivery
Staff 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 the Practice Manager. Under
no circumstances are staff to share the codes for the doors/alarm with anyone and are to ensure
that restricted areas remain effectively secured.
Communication/Collaborative working
The post-holder should recognize the importance of effective communication and collaborative
working within the team and will strive to:
Work as a team this is essential and enables sharing of information
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
Feedback
To listen to feedback from patients and colleagues whether this be a complaint, comment or compliment and if it cannot be dealt with immediately, ensure it is reported immediately to the Practice Manager.
CQC
To work within the guidelines set byCQC to ensure that the Practice is safe,efficient andprovides the best possible care for patients.
To offer suggestions to the Practice Manager on how we can improve, progress anddevelop processes.
Any Other Duties
Any other duties as may be determined by the Practice Management Team and Partners.
Person Specification
Experience
Essential
- Experience of working in a GP surgery or an NHS office environment
- Experience of working in secretarial role in a healthcare setting
- High level of accuracy in presentation of information
- Good standard of English speaking and writing
- High Level of Organisational and Time Management skills
- Ability to work in a fast paced, ever-changing environment
- Experience of dealing with the public on the phone and face to face
- Experience of using NHS computer systems for records updates, ordering and other functions
- (e.g. Read coding, data collection, hospital referrals)
- Experience of using Microsoft Word and excel to a high level
- Attention to accuracy and detail on a consistent basis
- Confident to respond to a range of different people and colleagues in a courteous and professional manner
- Previous use and understanding of databases and reporting.
- Understands the need to maintain data security and confidentiality of information.
Desirable
- Experience of using MS Teams to set up meetings.
- Experience of processing subject access requests, medical reports and insurance reports with a high level of understanding of GDPR and Confidentiality when carrying out this task.
- Experience of using and managing Electronic Referrals system, Rego advice and Guidance
Personal Attributes
Essential
- Friendly and approachable manner
- Professional in approach
- Calm and able to work under pressure
- Able to work as part of a multi-skilled team with and without direct supervision.
- Flexible approach to the needs of the Practice, including working at other sites when required
Physical Requirements
Essential
- Commit to a Disclosure and Barring Service Check.
Qualifications
Essential
- Educated to GCSE level or equivalent, including English and Maths
- Medical Terminology Qualification
- Advanced keyboard skills including a high standard of word processing skills
Desirable
- GDPR and Patient Confidentiality Training
- Safeguarding Children training level 2
- Safeguarding Adults training level 2
Experience
Essential
- Experience of working in a GP surgery or an NHS office environment
- Experience of working in secretarial role in a healthcare setting
- High level of accuracy in presentation of information
- Good standard of English speaking and writing
- High Level of Organisational and Time Management skills
- Ability to work in a fast paced, ever-changing environment
- Experience of dealing with the public on the phone and face to face
- Experience of using NHS computer systems for records updates, ordering and other functions
- (e.g. Read coding, data collection, hospital referrals)
- Experience of using Microsoft Word and excel to a high level
- Attention to accuracy and detail on a consistent basis
- Confident to respond to a range of different people and colleagues in a courteous and professional manner
- Previous use and understanding of databases and reporting.
- Understands the need to maintain data security and confidentiality of information.
Desirable
- Experience of using MS Teams to set up meetings.
- Experience of processing subject access requests, medical reports and insurance reports with a high level of understanding of GDPR and Confidentiality when carrying out this task.
- Experience of using and managing Electronic Referrals system, Rego advice and Guidance
Person Specification
Experience
Essential
- Experience of working in a GP surgery or an NHS office environment
- Experience of working in secretarial role in a healthcare setting
- High level of accuracy in presentation of information
- Good standard of English speaking and writing
- High Level of Organisational and Time Management skills
- Ability to work in a fast paced, ever-changing environment
- Experience of dealing with the public on the phone and face to face
- Experience of using NHS computer systems for records updates, ordering and other functions
- (e.g. Read coding, data collection, hospital referrals)
- Experience of using Microsoft Word and excel to a high level
- Attention to accuracy and detail on a consistent basis
- Confident to respond to a range of different people and colleagues in a courteous and professional manner
- Previous use and understanding of databases and reporting.
- Understands the need to maintain data security and confidentiality of information.
Desirable
- Experience of using MS Teams to set up meetings.
- Experience of processing subject access requests, medical reports and insurance reports with a high level of understanding of GDPR and Confidentiality when carrying out this task.
- Experience of using and managing Electronic Referrals system, Rego advice and Guidance
Personal Attributes
Essential
- Friendly and approachable manner
- Professional in approach
- Calm and able to work under pressure
- Able to work as part of a multi-skilled team with and without direct supervision.
- Flexible approach to the needs of the Practice, including working at other sites when required
Physical Requirements
Essential
- Commit to a Disclosure and Barring Service Check.
Qualifications
Essential
- Educated to GCSE level or equivalent, including English and Maths
- Medical Terminology Qualification
- Advanced keyboard skills including a high standard of word processing skills
Desirable
- GDPR and Patient Confidentiality Training
- Safeguarding Children training level 2
- Safeguarding Adults training level 2
Experience
Essential
- Experience of working in a GP surgery or an NHS office environment
- Experience of working in secretarial role in a healthcare setting
- High level of accuracy in presentation of information
- Good standard of English speaking and writing
- High Level of Organisational and Time Management skills
- Ability to work in a fast paced, ever-changing environment
- Experience of dealing with the public on the phone and face to face
- Experience of using NHS computer systems for records updates, ordering and other functions
- (e.g. Read coding, data collection, hospital referrals)
- Experience of using Microsoft Word and excel to a high level
- Attention to accuracy and detail on a consistent basis
- Confident to respond to a range of different people and colleagues in a courteous and professional manner
- Previous use and understanding of databases and reporting.
- Understands the need to maintain data security and confidentiality of information.
Desirable
- Experience of using MS Teams to set up meetings.
- Experience of processing subject access requests, medical reports and insurance reports with a high level of understanding of GDPR and Confidentiality when carrying out this task.
- Experience of using and managing Electronic Referrals system, Rego advice and Guidance
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
Dr G Singh and Partners
Address
1-3 Woodlands Road
Southall
Middlesex
UB1 1EQ
Employer's website
https://www.drgsinghandpartners.nhs.uk/ (Opens in a new tab)
Employer details
Employer name
Dr G Singh and Partners
Address
1-3 Woodlands Road
Southall
Middlesex
UB1 1EQ
Employer's website
https://www.drgsinghandpartners.nhs.uk/ (Opens in a new tab)
For questions about the job, contact:
Date posted
22 August 2023
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A4082-23-0002
Job locations
1-3 Woodlands Road
Southall
Middlesex
UB1 1EQ
Doctors Surgery
238 Botwell Lane
Hayes
Middlesex
UB3 2AP
Privacy notice
Dr G Singh and Partners's privacy notice (opens in a new tab)