Job summary Would you like the opportunity to join our wonderful team who were rated as the 4th best performing practice within BNSSG, according to the 2023 NHS patient survey? If so, we are looking for a full time clinical administrator who has a key focus on completing referrals and coding medical records. The days and times of work for this post are negotiable. This is a varied and interesting role and you'll be joining a friendly, supportive and hardworking team who prides themselves on providing an excellent customer service to our patients. You will engage with patients, doctors, nurses and other allied health professionals. We would love to find someone who is great with people, has excellent communication skills, a cheerful disposition, and a friendly, caring personality. Good IT skills are a must. Previous secretarial experience would be an advantage, though not essential as full training will be provided. Main duties of the job To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To type and send referral and other clinical letters/forms within the designated timeframe, ensuring referrals have been sent accurately and in a timely manner. Organising 2WW referrals through the e-Referral system and checking they have been attended, reporting any DNAs to the referring GP or their deputy. Monitor hospital referral letters via the e-Referral system. Resolve referral queries by liaising with RSS (Referral Support Service) and clinical providers. To undertake secretarial tasks. Process and distribute incoming (and outgoing) mail To code patient medical records and enter data onto the practice computer system in accordance with practice procedures, recognising any chronic illness or diseases and bringing to the attention of our clinic staff any patients with any such illness/disease. Clinical coding and filing of hospital/clinic letters into our clinical system, taking actions where necessary. To provide cover for members of the admin team during periods of sickness and annual leave. Any other duties to facilitate the smooth running of the department. Attend and participate in practice meetings as required. About us We are a 5 Partner high achieving PMS Practice situated in Portishead, a beautiful coastal town in North Somerset overlooking the Severn Estuary, just five miles from the city of Bristol. We were rated the 4th best performing practice within BNSSG from the 2023 NHS patient survey: https://www.bristolpost.co.uk/news/bristols-best-worst-performing-gp-8630058 We are a forward thinking practice with a strong emphasis on teamwork and patient centred care. We work from a new purpose-built health centre with bright, modern facilities that enable us to offer high quality clinical services to our local population of 11,500 patients. We are also a training practice. We have had consistently high QoF results and were delighted that we were assessed as Good in our latest CQC inspection. We are also 4.4 star rated on Google Reviews. Date posted 16 April 2025 Pay scheme Other Salary £13 an hour Contract Permanent Working pattern Part-time Reference number A0356-25-0005 Job locations 2 Haven View Portishead Bristol BS20 7QA The Harbourside Family Practice 2 Haven View Portishead Bristol BS20 7QA Job description Job responsibilities Job title: Practice Secretary Accountable to: Rota Coordinator Key Relationships: Administration Team Reception Team Practice Manager Deputy Practice Manager Operations Manager Reception Manager Doctors and Nurses Partners Job Purpose: To be responsible for processing all secretarial work Duties and Responsibilities: Secretarial: - To provide an efficient document production service for GPs and other health professionals as required. This includes the typing of letters, reports, patient referrals, minutes etc in an accurate manner. - To undertake all secretarial tasks. - To type and send referral and other clinical letters/forms within the designated timeframe, ensuring referrals have been sent accurately and in a timely manner. - Organising 2WW referrals through the e-Referral system. - Check that 2WW referrals have been attended and report any DNAs to the referring GP or their deputy. - Monitor hospital referral letters via the e-Referral system. - Resolving referral queries by liaising with RSS (Referral Support Service) and clinical providers. - Process and distribute incoming (and outgoing) mail - To code patient medical records and enter data onto the practice computer system in accordance with practice procedures, recognising any chronic illness or diseases and bringing to the attention of our clinic staff any patients with any such illness/disease. - Clinical coding and filing of hospital/clinic letters into our clinical system, taking actions where necessary. - To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. - Resolving patient queries by phone and/or email. - Liaising with the GPs and other secretarial staff to ensure good communication for the welfare of our patients. - Keep GPs updated with regards to electronic booking requirements, technical or other problems, etc. - To maintain the computer clinic system in an accurate and secure manner. - To provide cover for members of the admin team during periods of sickness and annual leave. - Any other duties to facilitate the smooth running of the department. - Attend and participate in practice meetings as required. Job description Job responsibilities Job title: Practice Secretary Accountable to: Rota Coordinator Key Relationships: Administration Team Reception Team Practice Manager Deputy Practice Manager Operations Manager Reception Manager Doctors and Nurses Partners Job Purpose: To be responsible for processing all secretarial work Duties and Responsibilities: Secretarial: - To provide an efficient document production service for GPs and other health professionals as required. This includes the typing of letters, reports, patient referrals, minutes etc in an accurate manner. - To undertake all secretarial tasks. - To type and send referral and other clinical letters/forms within the designated timeframe, ensuring referrals have been sent accurately and in a timely manner. - Organising 2WW referrals through the e-Referral system. - Check that 2WW referrals have been attended and report any DNAs to the referring GP or their deputy. - Monitor hospital referral letters via the e-Referral system. - Resolving referral queries by liaising with RSS (Referral Support Service) and clinical providers. - Process and distribute incoming (and outgoing) mail - To code patient medical records and enter data onto the practice computer system in accordance with practice procedures, recognising any chronic illness or diseases and bringing to the attention of our clinic staff any patients with any such illness/disease. - Clinical coding and filing of hospital/clinic letters into our clinical system, taking actions where necessary. - To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. - Resolving patient queries by phone and/or email. - Liaising with the GPs and other secretarial staff to ensure good communication for the welfare of our patients. - Keep GPs updated with regards to electronic booking requirements, technical or other problems, etc. - To maintain the computer clinic system in an accurate and secure manner. - To provide cover for members of the admin team during periods of sickness and annual leave. - Any other duties to facilitate the smooth running of the department. - Attend and participate in practice meetings as required. Person Specification Experience Essential Demonstrable experience of working in a public facing environment Demonstrable experience of working with an integrated multi-skilled team Demonstrable experience of working as part of a team Desirable Experience of working in a GP surgery or in healthcare Experience of EMIS Web Personal Qualities and Attributes Essential An understanding, acceptance and adherence to the need for strict confidentiality Ability to work without direct supervision and determine own workload priorities and those of others in the team Ability to use own judgement, resourcefulness and common sense Pleasant and articulate Able to remain calm and professional under pressure Ability to multi-task especially under pressure Able to work in a changing environment Able to work with changing and conflicting priorities Qualifications Essential Educated to GSCE grade C and above in Maths and English or equivalent, (or substantial experience in similar role will be considered) Demonstrable commitment to professional development Skills and Abilities Essential Excellent communication skills at all levels Excellent interpersonal skills Good organisational skills Good keyboard and computer skills Ability to use MS Word and Excel Able to work on own initiative and as part of a team Thoroughness and accuracy Ability to support members of the admin team when required Desirable Ability to learn new software Person Specification Experience Essential Demonstrable experience of working in a public facing environment Demonstrable experience of working with an integrated multi-skilled team Demonstrable experience of working as part of a team Desirable Experience of working in a GP surgery or in healthcare Experience of EMIS Web Personal Qualities and Attributes Essential An understanding, acceptance and adherence to the need for strict confidentiality Ability to work without direct supervision and determine own workload priorities and those of others in the team Ability to use own judgement, resourcefulness and common sense Pleasant and articulate Able to remain calm and professional under pressure Ability to multi-task especially under pressure Able to work in a changing environment Able to work with changing and conflicting priorities Qualifications Essential Educated to GSCE grade C and above in Maths and English or equivalent, (or substantial experience in similar role will be considered) Demonstrable commitment to professional development Skills and Abilities Essential Excellent communication skills at all levels Excellent interpersonal skills Good organisational skills Good keyboard and computer skills Ability to use MS Word and Excel Able to work on own initiative and as part of a team Thoroughness and accuracy Ability to support members of the admin team when required Desirable Ability to learn new software 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 Harbourside Family Practice Address 2 Haven View Portishead Bristol BS20 7QA Employer's website https://www.harboursidefmp.nhs.uk/ (Opens in a new tab)