JOB SUMMARY

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Main duties

• To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• Booking patients into appropriate clinics by logging on to the Choose and Book system and selecting the appropriate speciality and clinic type as necessary.
• Informing patients of appointment details by post or phone.
• Managing worklists to ensure patients are seen under the 18 weeks guidelines.
• Liaising with consultants’ secretaries and other health professionals regarding patient appointments, clinic letters, results and any other queries.
• Dealing with patient enquiries regarding hospital referrals or any other matters and investigating on their behalf as appropriate in a confidential manner.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with patients and other agencies, taking messages and dealing with appropriate queries.

Clerical

• Inputting and extracting data from the computer records.
• Photocopying.

General

• Maintaining supplies of stationery.
• Leaving working area tidy and ready for incoming colleague, together with information regarding unresolved or urgent problems.
• Participate in staff meetings.
• Participate in audit exercises.

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• 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.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

• To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• Booking patients into appropriate clinics by logging on to the Choose and Book system and selecting the appropriate speciality and clinic type as necessary.
• Informing patients of appointment details by post or phone.
• Managing worklists to ensure patients are seen under the 18 weeks guidelines.
• Liaising with consultants’ secretaries and other health professionals regarding patient appointments, clinic letters, results and any other queries.
• Dealing with patient enquiries regarding hospital referrals or any other matters and investigating on their behalf as appropriate in a confidential manner.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with patients and other agencies, taking messages and dealing with appropriate queries