About this role
Job summary
You will provide general secretarial/administrative support to the Doctors, Health Professionals and Practice Manager. This will involve and general administrative tasks including word processing, electronic filing and communication administration
You will be a first point of contact for the surgery and liaise with many agencies and people inside and outside the service. You will represent the surgery at all times in a calm, courteous and efficient manner and demonstrate good customer skills. You will lead on arranging the admin rota ensuring resources are optimised and liaising with Practice Manager for any areas that require additional cover. You will support members of reception and admin team during periods of annual leave and/or sickness.You will organise the practice electronic, paper and telephonic communications reliably and efficiently and prioritise effectively. You will log and will actively manage incoming requests for information reports and other work and referrals to hospital, communications and other workflows to ensure the practice functions as efficiently as possible.
You will work cooperatively within a mixed team of receptionists, administrators and clinicians and will develop and facilitate good team-working.
You will be based at Hanley Primary Care Centre, 51 Hanley Rd, London, N4 3DU.
Main duties of the job
Provide an efficient, accurate and high quality word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, invoices, memorandums. We electronic tools which require editing and formatting before saving, printing and sending.Ensure that all word-processing of correspondence and reports is dealt with promptly and efficiently in accordance with agreed target timesExpedite appointments/results/investigations as required by the DoctorsAct as first point of contact for the surgery administrative team.Take messages for GPs and PM and any other staff members from patients and other agencies ensure the recipient has received them in a timely mannerHandle incoming and outgoing mail passing through the Secretarys office efficientlyMaintain workflow logs and manage your workflow efficiently, alerting the appropriate person when their work is outstanding and alerting the PM if a backlog of your work is likelyManage the Safety Netting process for the practiceLook up and record information as necessary in the patient computer health recordMaintain appropriate stock levels of stationery, computer and surgery consumables and other items and order in a timely manner for the smooth running of the practice ensuring adequate supply always available.Ensure supplies are kept secure and monitor to ensure they are not used excessively (eg expensive battery stocks)
About us
Islington GP Federation (IGPF) is a growing organisation representing 31 practices; we have established ourselves as a leader in new ways of working, including running Islingtons extended access primary care services (I:HUB) as well as supporting the Islington Primary Care Networks (PCNs). Our current range of services include the Extended Access Service, I:HUB, Community Ear, Nose and Throat (ENT), Integrated Community Gynaecology, practice-based pharmacists and a range of practice support mechanisms.
IGPF works very closely with a range of partners including the regional commissioning group, NHS England, Healthy London Partnership, Public Health, local hospitals such as UCLH and the Whittington Health and the London Borough of Islington.
IGPF is the host organisation for the Primary Care Network (PCN) workforce and the Islington Training Hub, and has been working for over two years to create training and development programmes that meet the needs of staff working in primary and community care settings. IGPF runs two Islington GP practices on caretaking contracts; a third practice will be taken on within this financial quarter.
Job description Job responsibilities
Provide an efficient, accurate and high quality word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, invoices, memorandums. We electronic tools which require editing and formatting before saving, printing and sending. Ensure that all word-processing of correspondence and reports is dealt with promptly and efficiently in accordance with agreed target times Expedite appointments/results/investigations as required by the Doctors Act as first point of contact for the surgery administrative team. Take messages for GPs and PM and any other staff members from patients and other agencies ensure the recipient has received them in a timely manner Handle incoming and outgoing mail passing through the Secretarys office efficiently Maintain workflow logs and manage your workflow efficiently, alerting the appropriate person when their work is outstanding and alerting the PM if a backlog of your work is likely Manage the Safety Netting process for the practice Look up and record information as necessary in the patient computer health record Scanning Emailing Maintenance of Registration Links. Maintain appropriate stock levels of stationery, computer and surgery consumables and other items and order in a timely manner for the smooth running of the practice ensuring adequate supply always available. Ensure supplies are kept secure and monitor to ensure they are not used excessively (eg expensive battery stocks)Support to Practice Manager and Doctors-
Assist the Practice Manager with clerical and administrative duties Support the Doctors when required Arrange Admin Rota and support in GP rota Coordinate and manage practice electronic diary and calendars in liaison with doctors, PM and other staff. Manage information on practice website Producing patient information leaflets, posters Assist with the gathering of statistics and information and helping to conduct patient surveys when required
Provide cover for members of the reception and admin team during periods of sickness and annual leave Any other administrative duties that may arise from time to time. Acting in a way that recognizes the importance of peoples 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Person Specification
Experience Essential
Experience Previous experience of secretarial/admin role Working at a strategic level Managing resources Development of individuals and team
Desirable
Advanced Level Microsoft Office incl. PowerPoint. Clinical software skills (EMIS Web)
Skills and Attributes Essential
IT Skills High standard of work with MS Office Word, Excel People Skills and professional manner Excellent communication skills Friendly and helpful disposition Ability to work autonomously and be part of a team Ability to deal with conflict and maintain patience and diplomacy at all times Awareness of diversity issues and ability to work in a positive nondiscriminatory way Ability to work accurately and thoroughly under pressure without direct supervision and manage and prioritise own workload effectively
Qualifications Essential
Educational Qualifications Good Standard of Education to GCSE standard or equivalent
Desirable
Evidence of continuing personal development Higher or further educational qualification
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 Islington GP Federation
Address Unit 16-18
The Studios, Hornsey Street
Holloway
London
N7 8EG
United Kingdom
Employer's website https://www.islingtongpfederation.org/ (Opens in a new tab)