About this role
Job summary
An exciting opportunity has arisen within Beacon Medical group to join our secretarial team for a fixed term 12 month contract. You will be joining an experienced friendly team, supporting a large team of clinical staff, covering a wide range of clinical areas.
The role is for 23 hours per week
Tues - 9:30am-3pm (30 min unpaid break)
Weds- 9:30am-3pm (30 min unpaid break)
Thurs - 9:30am-3pm (30 min unpaid break)
Fri - 9am-5:30pm (30 min unpaid break)
This role requires a forward thinking person with experience of typing, good understanding of GDPR, NHS workflows and working to tight deadlines.
The successful applicant will help provide accurate and high-level referrals into our clinical system, processing information from other health organisations, companies & patients. Work with a fast pace to a high quality and following all practice guidelines, policies & procedures.
The candidate must have a flexible can do attitude with a passion for excellence and an ability to work well within a team.
Our offer:
Induction programmeProtected learning timeCross site practice meetingsPractice internal training eventsCPD opportunitiesRegular reviewsStaff communication groupEmployee health and wellbeing scheme (following successful probation):
1. An employee assistance program
2. Money back on everyday healthcare costs
3. Access to MyWellness services
Other Benefits
NHS Discounts
Access to NHS Staff wellbeing services
Main duties of the job
Key Responsibilities:
CorrespondenceReferralsNon-NHS BusinessExternal LiaisonMiscellaneous administration Personal/Professional DevelopmentHealth and SafetyEquality and DiversityGovernanceConfidentiality
Please see the attached job description for in-depth information regarding the duties of the role.
About us
Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, , Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff. Our mission is to give all our patients the right care, at the right time, in the right place. We are a forward thinking partnership always looking for opportunities to improve services for our patients. We have a good reputation for delivering good healthcare, leading at scale and innovating primary care services. This is a really exciting time to be joining us as we diversify our teams, our partnership and services.
If you join our team; you will receive support, opportunities to grow in your role, training, and work with colleagues who care about you.
Job description Job responsibilities
Correspondence
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.Assess the urgency of incoming and outgoing correspondence (consulting where appropriate) and act accordingly.Co-ordinate and despatch outgoing correspondence (internal mail, external mail and faxes)Ensure that outgoing external mail is posted to catch the last collection on each working day. This also entails ensuring the correct postage is applied and that special action (such as recorded delivery) is taken when necessary.To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.To be responsible for your own continuing self-development, undertaking training as appropriate.To undertake other duties appropriate to the grading of the post as required. Must be able to work flexible hours.Referrals
Send all referrals via Choose & Book or as appropriate.Monitor choose and book referrals, co-ordinating rejected referrals and maintaining data on referrals sent.Maintain up-to date data on referrals sent, logging/ coding referrals as appropriate.Amend patient address/details when necessaryContact patients regarding any missing information, arranging practice appointments when necessary.Provide support for practice delivered services, typing and sending any onward referrals including IPT (Inter-Provider Transfers).Non-NHS Business
Responsible for all requests for non-NHS medical reports from GPs and copies of medical records and to record details of payments received. Photocopy medical records and reports to satisfy reasonable requests from external organisations.To retrieve medical records and assist the completion of medical/insurance records.Maintain accurate records of invoices raised for non-NHS work and update payments received.Non-NHS arrange appointments for PTs to view notes and medical reports prior to dispatch.Monitor over-due payments and liaise with Finance Assistant to ensure appropriate steps are taken to recover fees. Liaise with the external compliers of private medical attendance reports.External Liaison
Liaise with patients and external organisations as necessary. Act as the first point of contact for GP and hospital queries.Miscellaneous
Undertake other administrative tasks as required. Secretaries will be responsible for the incoming and outgoing mail within their area of responsibility.Minute taking for meetings as requested.Amend patient address/details when necessaryNon-NHS arrange appointments for Patients to view notes and medical reports prior to dispatch.To provide cover for other members of the secretarial team during periods of sickness and annual leave, this may require cross-cover working at another site.In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.To assist in the training of any secretarial staff Provide administrative support for any in-house services
Personal/Professional Development
The postholder 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.Health and Safety
The postholder 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.
Ensure all members of staff comply with the Groups health and safety policyCarry out risk assessments to comply with current Health and Safety legislationEnsure any health and safety concerns are reported to the Operations ManagerTo be aware of and adhere to applicable practice rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleaguesAct in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislationRespecting the privacy, dignity, needs and beliefs of patients, carers and colleaguesBehaving in a manner that is welcoming, non-judgemental and respects the individuals circumstances, feelings, priorities and rightsThe details contained in this job description are not exhaustive and may change as the post develops.
Governance
Identify and record risks and issues, developing contingency plans with service and contract leadsEnsure the PCN is compliant with health and safety policies and procedures to reflect current best practiceEnsure that the PCN board and Clinical director adhere to the governance structure as set out in the network agreement
Confidentiality
The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and the business. In the performance of the duties outlined in this job description, the postholder 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. To maintain confidentiality of information acquired in the course of undertaking duties for the practice.
Person Specification
Experience Essential
2 years Secretarial experience preferably in a medical environment Understanding of locally commissioned services Demonstrate understanding of key functions of a secretarial role Experience of working in busy environment Knowledge of medical terminology and medical read coding Excellent user of Microsoft Office and general I.T. skills Demonstrate an understanding of customer, patient care, ability to work with sensitive and confidential information.
Desirable
Knowledge of Data Protection Act and the Access to Medical Records Act Previous experience of working in a pressured environment Clinical system one experience Experience of IGPR Understanding of Choose & Book referrals processes
Qualifications Essential
Level 2 in administration or equivalent. Minimum 60 wpm audio typing skills Or substantial experience in similar role will be considered
Desirable
NVQ level 3 in administration or equivalent experience, or RSA level lll. Proficient and accurate audio typing skills.
Skills Essential
Ability to work as part of a team Self-motivated with the ability to use your own initiative Ability to manage change Minute and Note taking skills Ability & skills to produce accurately typed correspondence from audio Communication and organisational skills with the ability to prioritise Proven interpersonal and communication skill
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 Beacon Medical Group
Address Highlands Health Centre
Ivybridge
PL21 9AE
United Kingdom
Employer's website https://www.beaconmedicalgroup.nhs.uk/ (Opens in a new tab)