Job Description

JOB DESCRIPTION

To provide comprehensive secretarial and administrative support to the GPs, health professionals, and management team at Severn Surgery, ensuring the smooth and efficient running of the practice. This includes word processing, audio typing, handling electronic referrals, and general administrative duties.

Key Responsibilities

Take accurate and detailed messages for GPs from patients and external agencies, ensuring timely follow-up.

Open, log, and distribute incoming post appropriately.

Arrange and manage patient appointments as required.

Expedite appointments, tests, and referrals where necessary.

Compete document processing, correspondence and documentation.

Provide high-quality word processing services for GPs and healthcare professionals, including letters, reports and referrals.

Support the Practice Manager with general clerical and administrative duties.

Use the Prism system and other clinical systems accurately and efficiently.

Manage appointments, e-referrals, admissions, and bookings as required.

Maintain organised and secure filing and administrative systems for both electronic and paper records.

Assist with the coordination, logging, and invoicing of medicals, insurance reports, and other non-NHS work.

Handle incoming and outgoing telephone calls, ensuring prompt and professional communication with patients, hospitals, and other agencies.

Maintain accuracy and security within the clinical computer systems.

Support data gathering and statistics as required by management.

Copy and send patient records to solicitors or representatives when authorised, ensuring GDPR compliance.

Ensure payments are received and processed for all private medical work.

Undertake any other duties relevant to the role as the needs of the practice evolve.

Confidentiality

Patients entrust Severn Surgery with sensitive information regarding their health and personal circumstances. This information must always be handled with the highest level of confidentiality and respect. The post-holder may access confidential information relating to patients, carers, staff, and the business of Severn Surgery. Such information must only be disclosed to authorised individuals and always in accordance with practice policies on data protection and confidentiality.

Health & Safety

The post-holder will promote and maintain their own and others' health, safety, and security, in line with Severn Surgery's Health & Safety Policy, Health & Safety Manual, and Infection Control Policy.

Responsibilities include:

Using personal security systems in accordance with practice procedures. Identifying and managing potential risks in work activities. Keeping knowledge and skills up to date through regular training. Following infection control procedures and maintaining a clean, safe working environment. Reporting any health, safety, or infection hazards immediately. Participating in infection control training at least annually. Demonstrating due regard for safeguarding and promoting the welfare of children and vulnerable adults.

Equality, Diversity & Inclusion

The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues by:

Acting in a way that recognises and respects individual rights, beliefs, and needs. Maintaining a professional, non-judgmental, and inclusive attitude. Ensuring that all patients and staff are treated with dignity and respect in accordance with Severn Surgery's Equality and Diversity Policy.

Personal & Professional Development

Participate in annual performance reviews and take responsibility for ongoing personal and professional development. Undertake training as required to maintain and enhance job performance. Share skills and knowledge with colleagues and support team development.

Quality & Continuous Improvement

The post-holder will actively contribute to maintaining and improving quality within Severn Surgery by:

Reporting issues related to quality and risk to appropriate staff. Taking accountability for personal performance and actions. Reflecting on individual and team practices to identify opportunities for improvement. Working collaboratively with external agencies to ensure high-quality patient care. Managing workload, time, and resources efficiently.

Communication

Communicate clearly and effectively with colleagues, patients, and carers. Use appropriate communication methods for individuals with specific needs. Promote positive and professional relationships within the team and with external partners.

Contribution to Service Implementation

Adhere to all practice policies, procedures, and standards. Participate in audits and quality improvement activities where appropriate. Contribute ideas for improving service delivery and efficiency.

Safeguarding

All Severn Surgery staff are required to complete adult and child safeguarding e-learning modules.
If the post-holder has any safeguarding concerns regarding a child or adult, these must be reported immediately to the Safeguarding GP lead or the Safeguarding Administrator.

Job Type: Full-time

Pay: 12.51-13.00 per hour

Expected hours: 37.5 per week

Benefits:

Company pension On-site parking
Work Location: In person