Job summary An exciting opportunity is available for a Medical Secretary to join a friendly, forward-thinking Practice. We are looking for an enthusiastic, motivated individual to join our administration team providing high standards.The successful candidate will provide essential secretarial support to the whole team. Our team consists of doctors, nurses, nurse practitioners, pharmacists, and care-coordinators who are supported by a fantastic admin and care navigation team. The working hours are 20 hours per week on a Monday, Tuesday and Friday. How this hours are spread about the days is negotiable. we also ask for flexibility and to cover absence and annula where possible. There is the opportunity to continue or join the NHS pension scheme. This is an exciting opportunity for an individual who relishes a challenge and is keen to use their own initiative, in a busy department. Main duties of the job The secretarial team is responsible for dealing with all clinical correspondences referrals and related queries. The post holder will be communicating regularly with doctors, nurses, paramedics, hospital departments and of course patients. The post holder will need to be organised, flexible and have good communication skills. The ability to work under pressure and effectively prioritise their own workload is essential. In return, they will be working in a very friendly and supportive environment. About us We are a friendly, successful, training and research practice of over 11,500 patients with an informal and supportive culture, which aims to ensure a good work life balance is maintained for all staff. Fallodon Way Medical Centre islocated in Henleaze, which is a leafy inner suburb of Bristol, with good schools and amenities. We have a relatively high elderly population but also a good mix with families. We encourage and support ongoing professional development. The practice combines the best of traditional and innovative working, currently with 5 partners and 4 associate GPs. The practice is both proactive and reactive about managing the ever-changing workload in General Practice, offering a supportive environment and good work-life balance. The practice is supported by ANPs, a Pharmacy team including two Practice Pharmacists, an Award-winning Care Coordination team, a Social Prescriber, First Contact Physio and mental health practitioner. There is a team of workflow administrators assisting the clinical team in managing inbound correspondence and results. Date posted 17 October 2024 Pay scheme Other Salary £13.78 an hour Contract Permanent Working pattern Part-time, Flexible working Reference number A0775-24-0016 Job locations 13 Fallodon Way Bristol BS9 4HT Job description Job responsibilities 1. Provide full secretarial support to the consultants and member of their teams regarding general medical duties and specialist work. 2. To liaise and communicate effectively with GPs, Practice Staff, Patients, Hospital Staff, Community Nursing Teams, ERS and Funding Team Personnel. 3. Audio typing using digital dictation system to ensure routine NHS referral letters and private referrals are distributed efficiently and within a 5 working day period. Ensuring appropriate enclosures are attached to all referrals as necessary. 4. Ensure 2WW referrals are dealt with within 24 hour working day period via the ERS system and contain all relevant information. 5. Keep up to date with changes in referral pathways, new proformas and funding criteria via emails sent to the practice. 6. Typing of medical reports, ensuring valid patient consent, liaising with patients where they wish to read reports prior to despatch. 7. Typing of private work within 10 working days on behalf of patients and generating invoices, ensuring invoice spread sheet is updated. 8. Resolve queries from GPs via practice notes and Docman. 9. Undertake queries on behalf of patients, contacting hospitals and other external agencies as needed. Endeavour to resolve, keeping patient informed. 10. Record data accurately and appropriately connected to patients in order to ensure good communication and audit standards. 11. Regularly look at and deal with appropriately the ERS Worklists. 12. To assist in the management of requests for copy notes and medical records. 13. To assist in the receipt of patient requests for private work, making appointments and liaising with the appropriate clinician to ensure that work is completed in a timely fashion. 14. Where reasonably possible, to provide extra hours to cover staff planned absences and, if possible, to assist by providing overtime to cover sickness absences. This job description is not a complete list of duties but is intended to give a general indication of the range of work undertaken. It will vary over time as demands and priorities within the Practice change. Job description Job responsibilities 1. Provide full secretarial support to the consultants and member of their teams regarding general medical duties and specialist work. 2. To liaise and communicate effectively with GPs, Practice Staff, Patients, Hospital Staff, Community Nursing Teams, ERS and Funding Team Personnel. 3. Audio typing using digital dictation system to ensure routine NHS referral letters and private referrals are distributed efficiently and within a 5 working day period. Ensuring appropriate enclosures are attached to all referrals as necessary. 4. Ensure 2WW referrals are dealt with within 24 hour working day period via the ERS system and contain all relevant information. 5. Keep up to date with changes in referral pathways, new proformas and funding criteria via emails sent to the practice. 6. Typing of medical reports, ensuring valid patient consent, liaising with patients where they wish to read reports prior to despatch. 7. Typing of private work within 10 working days on behalf of patients and generating invoices, ensuring invoice spread sheet is updated. 8. Resolve queries from GPs via practice notes and Docman. 9. Undertake queries on behalf of patients, contacting hospitals and other external agencies as needed. Endeavour to resolve, keeping patient informed. 10. Record data accurately and appropriately connected to patients in order to ensure good communication and audit standards. 11. Regularly look at and deal with appropriately the ERS Worklists. 12. To assist in the management of requests for copy notes and medical records. 13. To assist in the receipt of patient requests for private work, making appointments and liaising with the appropriate clinician to ensure that work is completed in a timely fashion. 14. Where reasonably possible, to provide extra hours to cover staff planned absences and, if possible, to assist by providing overtime to cover sickness absences. This job description is not a complete list of duties but is intended to give a general indication of the range of work undertaken. It will vary over time as demands and priorities within the Practice change. Person Specification Skills and Knowledge Essential Excellent IT skills Ability to work within a team and develop good working relationships with colleagues at all levels. An excellent standard of grammar and spelling in the English language The ability to work effectively when busy and multi task when required Excellent communication skills, both written and verbal Ability to meet deadlines and work under pressure Desirable Use of medical terminology Previous experience that demonstrates good attention to detail Experience Essential At least 2 years previous Secretarial experience. Competent data collection and data quality Working with confidential documents and information Desirable Previous NHS experience EMIS experience Qualifications Essential Good general education with English and Maths to GSCE standard or equivalent. Person Specification Skills and Knowledge Essential Excellent IT skills Ability to work within a team and develop good working relationships with colleagues at all levels. An excellent standard of grammar and spelling in the English language The ability to work effectively when busy and multi task when required Excellent communication skills, both written and verbal Ability to meet deadlines and work under pressure Desirable Use of medical terminology Previous experience that demonstrates good attention to detail Experience Essential At least 2 years previous Secretarial experience. Competent data collection and data quality Working with confidential documents and information Desirable Previous NHS experience EMIS experience Qualifications Essential Good general education with English and Maths to GSCE standard or equivalent. 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 Fallodon Way Medical Centre Address 13 Fallodon Way Bristol BS9 4HT Employer's website https://www.fwmc.org.uk (Opens in a new tab)