About this role
Job summary
An exciting opportunity has arisen for a highly organised and motivated Secretary / Administrator to join our friendly and supportive team at Priory Road Medical Centre.
This is a varied role that combines both secretarial and administrative responsibilities. While the successful candidate will initially be based at Priory Road Medical Centre for 17.5 hours per week, there may be opportunities for cross-site working across our partnership practices in the future.
The ideal candidate will have excellent communication, organisational and IT skills, with the ability to manage multiple tasks while maintaining a high degree of accuracy and confidentiality.
Main duties of the job
The successful candidate will support the practice with a range of secretarial and administrative duties, including:
- Typing and processing clinical correspondence, reports and referrals
- Liaising with patients regarding referrals, appointments and queries
- Communicating with hospitals, community services and other healthcare providers
- Monitoring and maintaining referral and correspondence workflows
- Managing and updating practice databases and records
- Scanning and filing clinical documentation onto patient records
- Supporting the preparation and processing of medical reports
- Sending completed medical reports and invoices to relevant organisations and solicitors
- Monitoring payments and following up outstanding invoices where required
- Providing general administrative support to the wider practice team
- Always maintaining strict patient confidentiality
- Undertaking any other reasonable duties appropriate to the role
About us
Priory Road Medical Centre is part of Wyvern Health Partnership, a collaboration between Priory Road Medical Centre, Old Town Surgery and Lawn Medical Centre, providing high-quality primary care services to approximately 27,000 patients across Swindon.
Our practices are committed to delivering outstanding patient care through teamwork, innovation and continuous improvement. We pride ourselves on being supportive employers who value the wellbeing and development of our staff.
Job description
Job responsibilities
The Secretary / Administrator will provide comprehensive secretarial and administrative support to the clinical and non-clinical teams at Priory Road Medical Centre. The postholder will play a key role in ensuring referrals, correspondence, medical reports and administrative processes are managed efficiently, accurately and confidentially in support of high-quality patient care.
The role requires excellent organisational skills, attention to detail and the ability to manage a varied workload whilst maintaining a professional and patient-focused approach. The postholder will work closely with GPs, clinicians, administrative colleagues, hospitals and external organisations.
As part of Wyvern Health Partnership, there may be opportunities in the future for cross-site working across partnership practices where service needs require.
Key ResponsibilitiesSecretarial Support
- Process and type clinical correspondence, referral letters and medical reports accurately and within agreed timescales.
- Support clinicians with administrative tasks associated with patient care.
- Ensure all outgoing correspondence is completed to a high standard.
- Monitor referral pathways and ensure referrals are processed appropriately.
Referral Management
- Process and track referrals to secondary and community care services.
- Liaise with hospitals and external healthcare providers regarding patient referrals and appointments.
- Investigate and resolve referral queries from patients and healthcare professionals.
- Maintain accurate referral records and report any delays or issues to clinicians or management.
Medical Reports Administration
- Support the administration of insurance, solicitor and third-party medical reports.
- Monitor requests for medical information and ensure timely completion.
- Send completed reports and associated invoices to requesting organisations.
- Maintain records of requests, payments and outstanding invoices.
Records Management
- Scan, code and file documentation into electronic patient records.
- Ensure patient information is accurate, complete and maintained in accordance with practice procedures.
- Assist with data quality and record management initiatives as required.
Communication
- Act as a professional point of contact for patients and external organisations.
- Respond to enquiries efficiently and courteously.
- Maintain positive working relationships with colleagues and external stakeholders.
General Administration
- Provide administrative support to the wider practice team.
- Assist with document management, filing and data entry.
- Support practice projects and service improvement initiatives when required.
- Undertake any other reasonable duties consistent with the overall purpose and grade of the role.
Confidentiality
The postholder will have access to confidential patient and business information and must maintain confidentiality at all times in accordance with Data Protection legislation, NHS guidance and practice policies.
Health and Safety
The postholder is responsible for complying with the practice's Health and Safety policies and procedures and for taking reasonable care of their own health and safety and that of others.
Equality and Diversity
The postholder will support the principles of equality, diversity and inclusion and treat patients, colleagues and visitors with dignity and respect at all times.
Personal Development
The postholder will participate in appraisal, mandatory training and continuing professional development appropriate to the role.
Person Specification
Experience
Essential
- Excellent verbal and written communication skills
- Strong organisational skills and attention to detail
- Good IT skills, including Microsoft Office applications
- Ability to work independently and as part of a team
- Professional, courteous and patient-focused approach
- Ability to manage a varied workload and prioritise effectively
- Understanding of the importance of confidentiality
Desirable
- Previous medical secretary, healthcare administration or NHS experience
- Knowledge of GP practice systems and referral processes
- Experience of handling medical reports and correspondence
- Experience using SystmOne
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
Priory Road Medical Centre
Address
Priory Road
Swindon
SN3 2EZ
United Kingdom
Employer's website
https://www.prioryroadmedicalcentre.org.uk/ (Opens in a new tab)