Job summary Secretarial-IT Administrator required for a Practice in Maghull, this is a part time post of 30 hours a week We are a friendly suburban practice, committed to innovation, join us in our aspiration for excellent care. the primary responsibility is to provide comprehensive administrative and secretarial support to the clinical team, ensuring the efficient processing of referrals, correspondence, and patient-related tasks. This role requires excellent organisational skills, attention to detail, and the ability to manage multiple administrative duties in a busy healthcare environment. Main duties of the job Secretarial Duties: Excellent IT skills/word processing skills To be responsible for processing referrals through the office paper and electronic administration systems Telephone queries Administration support for clinicians and management General secretarial and office duties Contribute to improving practice processes and patient care Contribute to a positive and supportive working environment Learn from others and engage with training when applicable IT Administrator: To maintain and update the practice website To maintain and update the practice teamnet system To update and oversee the practice communications About us We are a friendly GMS suburban practice in Maghull, approximately 10,000 patients. We a forward thinking practice and a friendly team, join us in our aspiration for excellent care. Date posted 19 March 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A0440-25-0004 Job locations Westway Maghull Liverpool L31 0DJ Job description Job responsibilities Key Responsibilities Referrals and Correspondence Manage referrals and correspondence using the Electronic Referral Service (ERS), ensuring all submissions are accurate and completed within appropriate timeframes. Monitor ERS daily, identifying and actioning any referrals, referral rejections and/or triage responses requiring additional input of review. Process and respond to advice and guidance requests, liaising with clinicians where necessary to provide accurate information. Type and format referral letters, reports, and GP correspondence as requested by clinicians, ensuring a high standard of accuracy and professionalism. professionalism. Administrative and Secretarial Duties Process routine and urgent tasks via EMIS, ensuring all requests are handled promptly and correctly. Undertake general secretarial duties, including requesting reports, coordinating with external services and hospitals, and responding to general patient enquiries. Act as a first point of contact for GPs, patients, relatives, and external bodies, ensuring all communication is recorded appropriately to maintain a clear and accurate audit trail. Arrange urgent referrals, ensuring all urgent suspected cancer (USC) referrals are correctly processed and safety netted. Conduct a weekly safety netting audit for USC referrals, ensuring patients have been appropriately managed by the hospital and that clinic letters have beenreceived. Where necessary, follow up with hospitals to ensure no patients are lost to follow up. Run a weekly report for outstanding blood tests and other clinician diarised requests, contacting patients to remind them when tests or follow ups are due. Signpost patients to appropriate external services that can provide additional support and guidance for their healthcare needs. Maintain accurate patient records within EMIS and other practice systems, ensuring data is updated in real time and in compliance with NHS guidelines. Provide administrative support to both clinicians and the wider administration team, assisting with ad hoc tasks as required. Answer telephone calls from patients who require secretarial input, offering professional and efficient assistance in a courteous manner. Ensure full compliance with GDPR, NHS regulations, and Westway Medical Centre protocols, upholding confidentiality at all times. Job description Job responsibilities Key Responsibilities Referrals and Correspondence Manage referrals and correspondence using the Electronic Referral Service (ERS), ensuring all submissions are accurate and completed within appropriate timeframes. Monitor ERS daily, identifying and actioning any referrals, referral rejections and/or triage responses requiring additional input of review. Process and respond to advice and guidance requests, liaising with clinicians where necessary to provide accurate information. Type and format referral letters, reports, and GP correspondence as requested by clinicians, ensuring a high standard of accuracy and professionalism. professionalism. Administrative and Secretarial Duties Process routine and urgent tasks via EMIS, ensuring all requests are handled promptly and correctly. Undertake general secretarial duties, including requesting reports, coordinating with external services and hospitals, and responding to general patient enquiries. Act as a first point of contact for GPs, patients, relatives, and external bodies, ensuring all communication is recorded appropriately to maintain a clear and accurate audit trail. Arrange urgent referrals, ensuring all urgent suspected cancer (USC) referrals are correctly processed and safety netted. Conduct a weekly safety netting audit for USC referrals, ensuring patients have been appropriately managed by the hospital and that clinic letters have beenreceived. Where necessary, follow up with hospitals to ensure no patients are lost to follow up. Run a weekly report for outstanding blood tests and other clinician diarised requests, contacting patients to remind them when tests or follow ups are due. Signpost patients to appropriate external services that can provide additional support and guidance for their healthcare needs. Maintain accurate patient records within EMIS and other practice systems, ensuring data is updated in real time and in compliance with NHS guidelines. Provide administrative support to both clinicians and the wider administration team, assisting with ad hoc tasks as required. Answer telephone calls from patients who require secretarial input, offering professional and efficient assistance in a courteous manner. Ensure full compliance with GDPR, NHS regulations, and Westway Medical Centre protocols, upholding confidentiality at all times. Person Specification Qualifications Essential Educated to GCSE level or equivalent. Advanced keyboard skills including a high standard of word processing skills Appropriate Secretarial Support or equivalent level qualifications / relevant experience IT Qualification or equivalent High level of accuracy in presentation of information Good standard of English speaking and writing High Level of Organisational and Time Management skills Ability to work in a fast paced, everchanging environment Desirable Appropriate Secretarial Support or equivalent level qualifications / relevant experience Experience of working in a GP surgery or an NHS office environment Experience of working in secretarial role in a healthcare setting Person Specification Qualifications Essential Educated to GCSE level or equivalent. Advanced keyboard skills including a high standard of word processing skills Appropriate Secretarial Support or equivalent level qualifications / relevant experience IT Qualification or equivalent High level of accuracy in presentation of information Good standard of English speaking and writing High Level of Organisational and Time Management skills Ability to work in a fast paced, everchanging environment Desirable Appropriate Secretarial Support or equivalent level qualifications / relevant experience Experience of working in a GP surgery or an NHS office environment Experience of working in secretarial role in a healthcare setting 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. UK Registration Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window). Additional information 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. UK Registration Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window). Employer details Employer name Westway Medical Centre Address Westway Maghull Liverpool L31 0DJ Employer's website https://westwaymcmaghull.nhs.uk/ (Opens in a new tab)