Secretary/IT Administrator
Job Description
Job summary
Secretarial-IT Administrator required for a Practice in Maghull, this is a part time post of 30 hours a week We are a friendly suburban practice, committed to innovation, join us in our aspiration for excellent care.
the primary responsibility is to provide comprehensive administrative and secretarial support to the clinical team, ensuring the efficient processing of referrals, correspondence, and patient-related tasks. This role requires excellent organisational skills, attention to detail, and the ability to manage multiple administrative duties in a busy healthcare environment.
Main duties of the job
Secretarial Duties:
Excellent IT skills/word processing skills
To be responsible for processing referrals through the office paper and electronic administration systems
Telephone queries
Administration support for clinicians and management
General secretarial and office duties
Contribute to improving practice processes and patient care
Contribute to a positive and supportive working environment
Learn from others and engage with training when applicable
IT Administrator:
To maintain and update the practice website
To maintain and update the practice teamnet system
To update and oversee the practice communications
About us
We are a friendly GMS suburban practice in Maghull, approximately 10,000 patients.
We a forward thinking practice and a friendly team, join us in our aspiration for excellent care.
Job responsibilities
Key Responsibilities
Referrals and Correspondence
Manage referrals and correspondence using the Electronic Referral Service (ERS), ensuring all submissions are accurate and completed within appropriate timeframes.
Monitor ERS daily, identifying and actioning any referrals, referral rejections and/or triage responses requiring additional input of review.
Process and respond to advice and guidance requests, liaising with clinicians where necessary to provide accurate information.
Type and format referral letters, reports, and GP correspondence as requested by clinicians, ensuring a high standard of accuracy and professionalism.
professionalism.
Administrative and Secretarial Duties
Process routine and urgent tasks via EMIS, ensuring all requests are handled promptly and correctly.
Undertake general secretarial duties, including requesting reports, coordinating with external services and hospitals, and responding to general patient enquiries.
Act as a first point of contact for GPs, patients, relatives, and external bodies, ensuring all communication is recorded appropriately to maintain a clear and accurate audit trail.
Arrange urgent referrals, ensuring all urgent suspected cancer (USC) referrals are correctly processed and safety netted.
Conduct a weekly safety netting audit for USC referrals, ensuring patients have been appropriately managed by the hospital and that clinic letters have beenreceived. Where necessary, follow up with hospitals to ensure no patients are lost to follow up.
Run a weekly report for outstanding blood tests and other clinician diarised requests, contacting patients to remind them when tests or follow ups are due.
Signpost patients to appropriate external services that can provide additional support and guidance for their healthcare needs.
Maintain accurate patient records within EMIS and other practice systems, ensuring data is updated in real time and in compliance with NHS guidelines.
Provide administrative support to both clinicians and the wider administration team, assisting with ad hoc tasks as required.
Answer telephone calls from patients who require secretarial input, offering professional and efficient assistance in a courteous manner.
Ensure full compliance with GDPR, NHS regulations, and Westway Medical Centre protocols, upholding confidentiality at all times.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent.
- Advanced keyboard skills including a high standard of word processing skills
- Appropriate Secretarial Support or equivalent level qualifications / relevant experience
- IT Qualification or equivalent
- 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, everchanging environment
Desirable
- Appropriate Secretarial Support or equivalent level qualifications / relevant experience
- Experience of working in a GP surgery or an NHS office environment
- Experience of working in secretarial role in a healthcare setting
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.
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Employer details
Employer name
Westway Medical Centre
Address
Westway
Maghull
Liverpool
L31 0DJ
