Job summary Interview Date: Week commencing 17.03.2025 Role Purpose To provide full secretarial and administrative support to the Business Manager, GPs and other Health Professionals. Liaising, supporting and coordinating information to assist with the completion of duties and seeking to provide excellence in patient care at all times Deliver a positive experience to all patients and service providers by the provision of an efficient, confidential and professional service. Main duties of the job To provide an efficient and accurate secretarial service to the Practice, GPs and other Health Professionals. This includes audio typing, copy typing, letters, reports, patient referrals, minutes, memorandums, telephone calls To initiate and compose correspondence, whether internal or external in a professional and timely manner To deal with patient concerns and complaints in a calm and professional manner To undertake administrative tasks associated with the referral of patients, to accurately maintain and monitor the practice records of referrals. To assist the practice team with clerical and administrative duties as may be reasonably required. Including; Reports, process reviews, letter writing, faxing, emailing, scanning To accurately update and monitor patient records and information systems both manual and computerised To resolve a wide variety of patient queries received by telephone, in person and in writing To liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care In liaison with the Site Manager assist with practice administration activities including; reviewing patient statistics and information, maintaining adequate clinical and non-clinical supplies To ensure implementation and adherence to practice policy including; Equality and Diversity, Information Governance (including Data Protection Legislation) ,Confidentiality and Health and Safety About us GPS Healthcare Primary Care Network (PCN) is a supportive, innovative and dynamic at scale provider working across 6 sites in the Solihull locality, with a population of 40,000 patients. We are continually seeking new ways to support and improve local healthcare services for our patient population with training and development being at the heart of what we do, to benefit both our team and our patient population. Date posted 07 March 2025 Pay scheme Other Salary £13.38 an hour Contract Fixed term Duration 9 months Working pattern Part-time Reference number A2634-25-1521 Job locations Meadowside Surgery 30 Winchcombe Road Solihull West Midlands B92 8PJ Job description Job responsibilities Responsibilities To provide full secretarial and administrative support to the GPs and other Health Professionals. Liaising, supporting and coordinating information to assist with the completion of duties and seeking to provide excellence in patient care at all times Deliver a positive experience to all patients and service providers by the provision of an efficient, confidential and professional service. To provide an efficient and accurate secretarial service to the GPs and other Health Professionals. This includes audio typing, copy typing, letters, reports, patient referrals, minutes, memorandums, telephone calls etc To initiate and compose correspondence, whether internal or external in a professional and timely manner. To deal with patient concerns and complaints in a calm and professional manner To undertake administrative tasks associated with the referral of patients, to accurately maintain and monitor the practice records of referrals including Choose and Book. To assist the practice team with clerical and administrative duties as may be reasonably required. Including; Reports, process reviews, letter writing, faxing, scanning, read coding, auditing To accurately update and monitor patient records and information systems both manual and computerised. To resolve a wide variety of patient queries received by telephone, in person and in writing in a professional and courteous manner. To liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care. To assist with practice administration activities including; reviewing patient statistics and information, maintaining adequate clinical and non-clinical supplies, editing correspondence templates, initiating new services. As a potential key holder ensure buildings are left safe and secure upon leaving of an evening To work as a positive and supportive team member, providing cover for similar posts as required To attend meetings, training and conferences as appropriate for the role and as required To identify areas for quality improvement, risk avoidance or development and take an active part in delivering the business objective To keep up to date with practice information including policy and procedure changes, staff rotas, alerts and service provisions To ensure implementation and adherence to practice policy including; Equality and Diversity, Information Governance (including Data Protection Legislation) ,Confidentiality and Health and Safety Such other duties as may be reasonably required. Job description Job responsibilities Responsibilities To provide full secretarial and administrative support to the GPs and other Health Professionals. Liaising, supporting and coordinating information to assist with the completion of duties and seeking to provide excellence in patient care at all times Deliver a positive experience to all patients and service providers by the provision of an efficient, confidential and professional service. To provide an efficient and accurate secretarial service to the GPs and other Health Professionals. This includes audio typing, copy typing, letters, reports, patient referrals, minutes, memorandums, telephone calls etc To initiate and compose correspondence, whether internal or external in a professional and timely manner. To deal with patient concerns and complaints in a calm and professional manner To undertake administrative tasks associated with the referral of patients, to accurately maintain and monitor the practice records of referrals including Choose and Book. To assist the practice team with clerical and administrative duties as may be reasonably required. Including; Reports, process reviews, letter writing, faxing, scanning, read coding, auditing To accurately update and monitor patient records and information systems both manual and computerised. To resolve a wide variety of patient queries received by telephone, in person and in writing in a professional and courteous manner. To liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care. To assist with practice administration activities including; reviewing patient statistics and information, maintaining adequate clinical and non-clinical supplies, editing correspondence templates, initiating new services. As a potential key holder ensure buildings are left safe and secure upon leaving of an evening To work as a positive and supportive team member, providing cover for similar posts as required To attend meetings, training and conferences as appropriate for the role and as required To identify areas for quality improvement, risk avoidance or development and take an active part in delivering the business objective To keep up to date with practice information including policy and procedure changes, staff rotas, alerts and service provisions To ensure implementation and adherence to practice policy including; Equality and Diversity, Information Governance (including Data Protection Legislation) ,Confidentiality and Health and Safety Such other duties as may be reasonably required. Person Specification Skills Essential Beginners level Word and Excel or equivalent Ability to train and utilise new IT Systems Accurate and timely data entry skills Understand Data Protection Correspondence / letter writing Helping to implement initiatives Ability to manage and prioritise workloads Ensure achievement of deadlines Work under own initiative when appropriate Identify opportunities for improvement Respect patients confidentiality at all times Respect the differing views and needs of patients and colleagues Desirable Copy and Audio Typing Intermediate Microsoft Office packages or equivalent Ability to listen, clarify, identify solutions and agree actions on the telephone and face to face Build relationships external service teams Identify and progress forward with efficiencies Identify quality and development opportunities Understand equality diversity and how it affects this position Experience Essential Proven experience as a Medical Secretary Working within a busy environment Applying accurate data entry Proven experience in using data entry tools / IT systems Strong customer service experience Handling telephone enquiries and making outbound calls Ability to work effectively as part of a team Ability to understand the purpose and goals of the task in hand Ability to ensure accuracy of activity by monitoring own standards and asking for appropriate support Ability to identify and progress forward with efficiencies To work under own initiative when appropriate Ability to manage own workloads understanding own priorities Excellent organizational skills Desirable Reception administration Clinical administration experience Some knowledge of the NHS and clinical procedures Understand client requirements and translate into successful outcomes Help to implement initiatives Qualifications Essential GCSE Grade A-C Maths and English (or equivalent) Desirable Typing skills RSA or Equivalent Secretarial Qualification Person Specification Skills Essential Beginners level Word and Excel or equivalent Ability to train and utilise new IT Systems Accurate and timely data entry skills Understand Data Protection Correspondence / letter writing Helping to implement initiatives Ability to manage and prioritise workloads Ensure achievement of deadlines Work under own initiative when appropriate Identify opportunities for improvement Respect patients confidentiality at all times Respect the differing views and needs of patients and colleagues Desirable Copy and Audio Typing Intermediate Microsoft Office packages or equivalent Ability to listen, clarify, identify solutions and agree actions on the telephone and face to face Build relationships external service teams Identify and progress forward with efficiencies Identify quality and development opportunities Understand equality diversity and how it affects this position Experience Essential Proven experience as a Medical Secretary Working within a busy environment Applying accurate data entry Proven experience in using data entry tools / IT systems Strong customer service experience Handling telephone enquiries and making outbound calls Ability to work effectively as part of a team Ability to understand the purpose and goals of the task in hand Ability to ensure accuracy of activity by monitoring own standards and asking for appropriate support Ability to identify and progress forward with efficiencies To work under own initiative when appropriate Ability to manage own workloads understanding own priorities Excellent organizational skills Desirable Reception administration Clinical administration experience Some knowledge of the NHS and clinical procedures Understand client requirements and translate into successful outcomes Help to implement initiatives Qualifications Essential GCSE Grade A-C Maths and English (or equivalent) Desirable Typing skills RSA or Equivalent Secretarial 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 GPS Healthcare Address Meadowside Surgery 30 Winchcombe Road Solihull West Midlands B92 8PJ Employer's website https://www.gpshealthcare.co.uk/ (Opens in a new tab)