The post holder will be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative tasks to support 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).Organise agendas, ensure all invited members are informed, produce accurate minutes, follow up agreed actions and file all minutes and agendas to ensure ease of retrieval. The post holder will support the management team in promoting ED&I, SHEF, quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development, and to carry out other duties as directed by the management team.
• Provide secretarial and administrative services.
• Service meetings, order lunch/refreshments as appropriate organise venues, organise agendas, ensure all invited members are informed, produce accurate minutes, follow up agreed actions and file all minutes and agendas to ensure ease of retrieval.
• Establish and maintain office systems, procedures, databases, diaries, spreadsheets, filing etc.
• To provide support and cover for the Practice Business Partner and her PA
Main Duties and Responsibilities:
• Manage, organise and prioritise the distribution of the workload.
• Actively manage the practice diaries and meetings’ schedules, organise room management and set-up any necessary equipment, be responsible for meeting agendas and minute taking for all meetings/groups.
• Produce letters, reports, protocols, presentations, minutes, databases and other documents.
• Take minutes at meetings of a confidential nature.
• Set up meetings as and when required
• Attend meetings when required and take minutes and share any actions following the meeting in a timely manner
• Respond to incoming telephone calls, deal with general enquiries and pass on messages where appropriate, exercising sound judgement skills and tact.
• Respond to calls from Health Care Professionals and deal with accordingly.
• Dealing with patient enquiries and providing patient and clinical referral information.
• Facilitate the best patient journey.
• Maintain and oversee the Choose & Book system.
• Assisting Clinicians with queries, chase ups, referrals and updating them with relevant new referral information.
• Liaising with hospital/private secretaries and other agencies e.g. University of Liverpool, Clinical Commissioning Group, Solicitors, and other Health Professionals
• Organise urgent and non-urgent referral systems using medical terminology, choose & book and e-referral systems
• Responsible for managing external e-mails received into the Practice and ensuring follow-up by an appropriate staff member.
• Provide secretarial/admin support across the practice staff groups and their meetings
• Provide secretarial/admin support for the “Zero Tolerance”/Letters to Patients to discuss Incidents invites and to organise the meetings with appropriate staff
• Provide secretarial/admin support to psychology when required
• Establishing and maintaining filing systems
• Implementing training for existing and new staff on secretarial systems
• Collation and distribution of documents as required
• Organising tasks as directed by Management Team/Partners
• Any other reasonable delegated duties considered appropriate to the post