Secretary/Administrator

Job description

Job responsibilities

The following are the core responsibilities of the Secretarial Team.. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

Typing letters, reports and associated documentation as required

Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.

Managing all enquiries in an effective manner

Maintaining an accurate referrals database

Actioning all incoming email

Scanning of patient related documentation and attaching scanned documents to patients healthcare records

Inputting data into the patients healthcare records as necessary.

Processing referrals using the electronic referral system (ERS)

Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

Clinically coding data on System 1.

Answering incoming phone calls, transferring calls or dealing with the callers request appropriately.

Managing all administrative queries as necessary

Carrying out system searches as requested.

Maintaining a clean, tidy, effective working area at all times

Supporting all clinical staff with general administrative tasks as requested

Person Specification

Personal Qualities

Essential

• 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

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics and English (C or above) or equivalent
• NVQ Level 2 in Health and Social Care or equivlant

Experience

Essential

• Experience of working with the general public
• Experience of working in a healthcare 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 and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Experience of administrative duties
• EMIS/ SystmOne/Vision 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.

Employer details

Employer name

Yorkshire Health Partners Ltd

Address

Scartho Medical Centre

Springfield Road

Grimsby

DN33 3JF

Employer's website

https://yorkshirehealthpartners.co.uk/ (Opens in a new tab)