About this role
Job summary
Secretary - GP Practice
30 hours per week to be worked Monday day to Friday 10.00 to 17.00.(work pattern non negotiable)
We are seeking an organised and professional Secretary to join our team at East Shore Partnership. The successful candidate will provide administrative and secretarial support to GPs and clinical staff, ensuring the smooth running of patient referral and correspondence processes.
Main duties of the job
Key Responsibilities
Typing, formatting, and processing clinical correspondence and referral letters.
Managing incoming and outgoing communications.
Maintaining accurate patient records and updating clinical systems.
Liaising with hospitals, community services, and external healthcare providers.
Handling confidential information in accordance with data protection requirements.
Supporting the wider administrative team as required.
This role will eventually develop to include clinical data duties. Full training will be provided
About us
East Shore Partnership is an inner-city practice based in Portsmouth, Hampshire. It is within easy access to road/rail links and good local schools and colleges. We are a friendly and forward-thinking practice which serves over 13,600 patients within the local area.
Our ethos at East Shore Partnership is to provide the highest quality patient care and excellent support for all our staff.
We have an excellentQOF achievement and are a member of Brunel Primary Care Network.
We are an established GP training practice for vocational training and offer training support for nurses and pharmacists too. We are committed to the professional development of our staff at East Shore Partnership.
CQC Rated Good
We offer:
5 Weeks Holiday plus Bank Holidays
Paid Birthday Day off
Staff Loyalty bonus scheme
A friendly, fun and nurturing environment.
Automatic enrolment to and NHS Pension
Access to an Employee Assistance Provider
Staff Uniform
Job description Job responsibilities
Key Responsibilities
To complete the typing of referral letters for private patients.
To complete the typing of referral letters for NHS patients, making use of current and future booking systems (i.e. Choose & Book, e-Referral) as appropriate and which may be superceded by emerging technology and processes.
Other typing required by doctors, including solicitor reports and general correspondence with patients.
Liaising with hospitals, pharmacies, community services, and other healthcare providers.
Updating patient records on clinical systems such as SystmOne and Anima.
Scanning, filing, and archiving documents.
Acting as a point of contact between patients, clinicians, and external agencies.
To ensure that patients enquiries are handled courteously and efficiently both in person and on the telephone, advising patients within agreed and limited parameters/protocols (e.g. flu clinics). Messages should be recorded and relayed as appropriate.
Working collaboratively with the practice team to maintain efficient services.
Person Specification
Knowledge and Skills Essential
Excellent working knowledge of Microsoft software GDPR Excellent interpersonal and customer service skills Ability to work on own initiative and as part of a team Good IT skills, including Microsoft Office and database systems Good verbal and written communication skills Meticulous attention to detail Ability to work accurately under pressure Excellent time management and organisational skills Professional and confidential approach to sensitive information
Desirable
Knowledge of SystmOne, Documan & Anima Medical terminology knowledge Knowledge of coding clinical data onto SystmOne
Experience Essential
Previous administrative or secretarial experience Experience handling telephone enquiries and customer needs
Desirable
Previous experience of working in a GP surgery, NHS or healthcare setting. Experience of processing medical records request by patient and third parties
Qualifications Essential
Minimum Grade 4 English & Math GCSE or equivalent
Desirable
Secretarial or typing qualification minimum level RSA 2 or equivalent
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 East Shore Partnership
Address St Cuthbert’s Church
Hayling Avenue
Portsmouth
Hants
PO3 6BH
United Kingdom
Employer's website http://www.eastshorepartnership.co.uk/ (Opens in a new tab)