About this role
Job summary
An exciting opportunity has arisen within the secretarial team at Thomas Walker Westgate Healthcare. We are looking for a dynamic and enthusiastic individual to join our existing team on a temporary basis to cover maternity leave and support our team to deliver excellent patient care.
The post holder will provide comprehensive, highly efficient administration support to the secretarial team, which will include letters for Clinicians, email monitoring, referrals administration, dealing with internal and external queries, diary management and other administrative duties. The post is for a fixed term of 18 months to cover maternity leave.
Main duties of the job
Processing referrals, reports (insurance, government and solicitors) and letters. Dealing with telephone enquiries regarding referral letters (secretaries, hospitals, patients and outside agencies. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately. Producing referrals using the e-RS electronic referral system and paper referrals when applicable, including processing of 2 Week Wait referral (2WW) within the required time frame. Audio typing Processing patient letter requests (fee paying). Assisting the clinical team with guidance of referrals if needed. Contacting the hospital/s with queries. File and store records as required. Photocopy documentation as required. Inputting data into the patients healthcare records as necessary. Managing all administrative queries as necessary. Carrying out system searches as requested. Recording of the minutes (if needed). Maintain a clean, tidy, effective working area at all times.
About us
Thomas Walker Westgate Healthcare are a 24,000+ patient Practice and therefore one of Peterborough's largest practices and active member of Peterborough and East PCN. We are looking for candidates, who will enjoy working in a supportive team looking after a diverse population of patients.
We are a dynamic, forward thinking practice with an experienced and welcoming team of staff. Recognised as a training practice, we currently host both Registrars and Cambridge Medical Students. We have an excellent approach to working in partnership with our teams and have a flexible approach to all that we do. We are keen to ensure the continued long term delivery of excellent primary care to our local community.
Benefits:
Free Parking Access to NHS Discounts Employee Recognition Rewards Eye test vouchers Staff Training Programme NHS Pension Scheme Monthly Team Meetings Free Tea & Coffee NHS Continuous Service holiday entitlement honoured** Opportunities for additional training and progression for suitable candidatesWe are committed to safeguarding and protecting the people we care for, creating a setting in which everyone feels welcome and safe. All posts are subject to a safer recruitment process which includes the disclosure of criminal records and barring checks, scrutiny of employment history, robust referencing and other vetting checks.
(*providing proof of continuous service is shown and that employment and employment dates meet the criteria)
Job description Job responsibilities
Processing referrals, reports (insurance, government and solicitors) and letters. Dealing with telephone enquiries regarding referral letters (secretaries, hospitals, patients and outside agencies.
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
Produce referrals using the e-RS electronic referral system and paper referrals when applicable, including processing of 2 Week Wait referral (2WW) within the required time frame.
Audio typing
Processing patient letter requests (fee paying).
Assist the clinical team with guidance of referrals if needed.
Contacting the hospital/s with queries.
File and store records as required.
Photocopy documentation as required.
Input data into the patients healthcare records as necessary.
Manage all administrative queries as necessary
Carry out system searches as requested.
Produce meeting agendas and recording of the minutes (if needed).
Maintain a clean, tidy, effective working area at all times.
Confidentiality:
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
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.
Identify the risks involved in work activities and undertaking such activities in a way that manages those risks.
Actively reporting of health and safety hazards and infection hazards immediately whenrecognised.
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of standards of cleanliness consistent with the scope of the post-holders role.
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality & 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 peoples rights, interpreting them in a waythat 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, with such training to include:
Participation in an annual individual performance review, including taking responsibility formaintaining 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.
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 undersupervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members, patients, carers and any third party companies with whom we work.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Any Other Duties:
Any other duties as may be determined by the Practice management team and Partners.
Person Specification
Experience Essential
Proven experience in a medical secretarial or administrative role within a healthcare setting. Excellent typing and transcription skills, including experience with audio dictation. Strong knowledge of medical terminology and clinical correspondence formatting. Excellent communication and interpersonal skills, with a professional and patient-centred approach. High level of accuracy and attention to detail. Proficient in Microsoft Office and other healthcare systems
Qualifications Essential
GCSE A to C in English and Maths or equivalent Keyboard skills to RSA III or equivalent secretarial experience
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 Thomas Walker Westgate Healthcare
Address Princes Street
Peterborough
PE1 2QP
Employer's website https://www.twwhealthcare.co.uk (Opens in a new tab)