Job Description

West Park Surgery

Long Eaton Health Centre

Midland Street

Long Eaton

Nottingham

NG10 1RY

T: 0115 8554200

E: DDICB.westparksurgery@nhs.net

W: www.westparksurgery.co.uk

WEST PARK SURGERY

JOB DESCRIPTION

JOB TITLE: MEDICAL SECRETARY/ADMIN

REPORTS TO: PRACTICE MANAGER

DAYS: 3 DAYS PER WEEK

Job summary:

MEDICAL SECRETARY/ADMIN ROLE 3 DAYS PER WEEK

This role will provide secretarial support to our clinical and management team. The role is permanent. Knowledge of SystmOne clinical system and e-referrals would be advantageous. The right person needs to have excellent typing/IT skills, be literate, responsible and a good communicator. Needs to be able to work well and accurately and be able to work alone or part of a team. The successful applicant will need to be flexible to cover holidays/sickness if required.

Essential criteria

Experience of working in Primary Care

Experience of working in a GP practice Secretarial Experience Good level of Education

Excellent typing/IT skills Working knowledge of Microsoft Office Problem solving

Ability to work to policies/protocols Planning and prioritising

Ability to communicate effectively with patients colleagues outside agencies

Accuracy in work Ability to work individually and as part of a team

Ability to build and maintain good working relationships with colleagues

Main duties of the job:

To provide an efficient audio and copy typing service for the GPs and Health Professionals as required. This includes the typing of letters reports patient referrals memorandums etc in an accurate and precise manner. Responsible for all aspects of Choose and Book including cascading any changes to the system to the GPs and keeping them informed of all developments in a timely manner. To ensure urgent referrals are emailed and these referrals monitored for early action by the appropriate hospital. To liaise with outside agencies and organise any appointments required. To liaise with patients both face-to-face and on the telephone regarding various issues. To record and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To record receipt of medical insurance report requests and ensure these are issued to the GP concerned. To raise an invoice for payment as appropriate then ensure these are copied and dispatched. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others taking messages and dealing with appropriate enquiries. To receive and dispatch mail on a daily basis. To co-ordinate and maintain the smooth running of the day-to-day workings of the office work unsupervised and maintain own workload. Other admin duties when necessary.

Lexacom/Dictations

ERS

Advice & Guidance responses Triage responses on ERS Rejected referrals on ERS

Tasks

Reallocate tasks daily (ie when clinician has put wrong category) 2WW referral tasks Urgent referral tasks Routine referral tasks A&G tasks Questionnaire tasks (ie ADHD, Autism, Sleep, SPOA) Action tasks Chase tasks Pathology result tasks Red flag tasks RTC referrals

Private Work

TWIMC letter Holiday cancellation forms DVLA questionnaires Capita PIP forms HAAS forms / UC113 forms AH forms / questionnaires (adoption & fostering) Other private work (ie, express medicals request) Medicals (Adoption, HGV, DVLA, capacity assessment etc) Firearms / Shotgun License Reports General / other reports Raising invoices for private work

Workflow

Actioning letter / request and then completing letter or forwarding on if required Ophthalmology referrals from optician letter Questionnaires returned and scanned on, and then send AccuRx booking link to patient Emails in WPS inbox for secretaries

Phone calls

Inbound calls from patients/hospitals/companies Making outbound calls

Deaths

ME office referrals Coroners referrals Cremation forms

Questionnaires

ADHD questionnaire (adult) Autism questionnaire (adult) SPOA questionnaires (4 in total: 2 x teacher, 2 x parent) Sleep questionnaires (2 in total)

Other jobs

Submitting summary via email (once request approved by GP) Sending patients their own patient summary
Sending info to Bed Bureau / sending admission info to hospital at GP's

Overview of your organisation

We believe that the primary importance is our people. We as a team are committed to 5 values in everything we do:CARE ACCOUNTABILITY INNOVATION RESPECT EXCELLENCE.

In our quest for continual improvement and to better manage the challenges facing healthcare providers, we embrace innovation.

Our values mean that all West Park Surgery employees approach their work with a conscience and patients are our priority. We are all accountable for our work and our organisation supports our staff to have the confidence to take responsibility in their roles.

Excellence is at the heart of everything that we do.

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 holder's role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children and vulnerable adults.

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 recognises the importance of people's 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. Participation in monthly training afternoons known as 'Quest'. 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 team's performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload, and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognise people's 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
Job Types: Part-time, Permanent

Pay: 12.25 per hour

Work Location: In person

Application deadline: 01/05/2026