Job summary We are looking for a driven and caring person to join our Admin team at the Dove River Practice in an administrator and secretarial role. You will work within our friendly team to support our Clinicians and provide excellent care to our patient population. You need to be motivated and compassionate, someone who can forward think and problem solve, to help us to provide the best possible care to our patients. The role is for 15 hours a week, over 3 days. Main duties of the job You will work to ensure that our patients have the best Health Care journey possible. Processing referrals and typing letters from our clinical team to other care providers and providing administrative support to the Practice. You will use various IT systems including our GP IT system EMIS Web and will be confident in engaging with all other providers. About us The Dove River Practice is a two site GP practice providing care for around 8500 patients from our surrounding villages. We have Surgeries in both Sudbury and Tutbury with GPs and nursing teams at both. The Practice has two GP Partners, three Salaried GPs and a supporting clinical team of Nurses, HCAs and other associated roles. You will be joining the admin team based primarily at our Tutbury site Date posted 17 February 2025 Pay scheme Other Salary £11.63 an hour Contract Permanent Working pattern Part-time Reference number A0783-25-0000 Job locations Dove River Practice Monk Street Tutbury Burton-on-trent Staffordshire DE13 9NA Job description Job responsibilities Hours: 15 hours per week. Your normal working hours will be Monday, Thursday and Friday at the Tutbury site; 5 hours per day during core working hours. Normally based at Tutbury surgery but you may need to work at our Sudbury surgery as and when required for business needs. You must be able to cover for holiday, sickness and other ad hoc relief within the team which will increase your hours during those periods and may require you to work other days Responsible to: The IM&T Manager Accountable to: Practice Manager and Partners General description of the post: To provide Secretarial/administrative cover to both surgeries as needed and participate in the scanning of patient documents. You will normally be based at Tutbury but you may be required to work at Sudbury when the Secretary is absent and/or when the workload is high. Duties: To perform copy or audio typing as required by the Doctors, other clinicians and Practice Management team, including NHS/private medical referrals and medical reports. To be responsible for dealing with the arrival of new paperwork and uploading into the iGPR system within set timescales paperwork regarding, not exclusively, solicitors requests for copies of medical notes, Social Services forms, e.g. DWP, DLA, Incapacity Benefit claims, DVLA, holiday cancellation claims, etc. To sort mail received into the practice and scan documents into patient clinical records using DOCMAN intellisense software and the EMIS clinical system (4 hours minimum a week). Any other ad hoc duties as and when reasonably requested by the Doctors and the Practice Management Team. The post holder will be required to work flexibly, and a strong team approach will need to be demonstrated by the candidate. Confidentiality: All patient information that you come into contact with must be dealt with in the strictest of confidence. Any breach in confidence can lead to instant dismissal:- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health & Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skill Safeguarding: All employees are required to act in such a way that at all times safeguards the health and wellbeing of children and vulnerable adults. Familiarisation with and adherence to Safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training. For further information regarding these policies please look at the T:Drive folder under Safeguarding, or the Staffordshire Safeguarding Childrens Boards website. We operate a No Smoking Policy. Job description Job responsibilities Hours: 15 hours per week. Your normal working hours will be Monday, Thursday and Friday at the Tutbury site; 5 hours per day during core working hours. Normally based at Tutbury surgery but you may need to work at our Sudbury surgery as and when required for business needs. You must be able to cover for holiday, sickness and other ad hoc relief within the team which will increase your hours during those periods and may require you to work other days Responsible to: The IM&T Manager Accountable to: Practice Manager and Partners General description of the post: To provide Secretarial/administrative cover to both surgeries as needed and participate in the scanning of patient documents. You will normally be based at Tutbury but you may be required to work at Sudbury when the Secretary is absent and/or when the workload is high. Duties: To perform copy or audio typing as required by the Doctors, other clinicians and Practice Management team, including NHS/private medical referrals and medical reports. To be responsible for dealing with the arrival of new paperwork and uploading into the iGPR system within set timescales paperwork regarding, not exclusively, solicitors requests for copies of medical notes, Social Services forms, e.g. DWP, DLA, Incapacity Benefit claims, DVLA, holiday cancellation claims, etc. To sort mail received into the practice and scan documents into patient clinical records using DOCMAN intellisense software and the EMIS clinical system (4 hours minimum a week). Any other ad hoc duties as and when reasonably requested by the Doctors and the Practice Management Team. The post holder will be required to work flexibly, and a strong team approach will need to be demonstrated by the candidate. Confidentiality: All patient information that you come into contact with must be dealt with in the strictest of confidence. Any breach in confidence can lead to instant dismissal:- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health & Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skill Safeguarding: All employees are required to act in such a way that at all times safeguards the health and wellbeing of children and vulnerable adults. Familiarisation with and adherence to Safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training. For further information regarding these policies please look at the T:Drive folder under Safeguarding, or the Staffordshire Safeguarding Childrens Boards website. We operate a No Smoking Policy. Person Specification Skills and Abilities Essential Excellent communication skills. Excellent interpersonal skills. Good personal organisation. Proficient in computer skills, including knowledge of Microsoft Word and Excel. Ability to follow procedures. Ability to work unsupervised and to supervise others when necessary. Qualifications Essential Evidence of a good standard of literacy and numeracy (Maths and English Grade C). Desirable Knowledge and understanding of medical terminology Personal Qualities and Attributes Essential Understanding and acceptance of the need for strict confidentiality in the workplace and be able to follow data protection policies and guidelines. Ability to use own judgement, initiative and common sense. Ability to work as part of a multi-skilled team. Pleasant and articulate. Able to work under pressure. Able to adapt to change. Experience Essential Experience working in an office environment. Practical experience of computerised recording systems. Desirable Experience of EMIS clinical system including search and reporting. Experience working with DOCMAN and workflow of clinical correspondence following procedures and policies. Experience of working in General Practice or other Primary/Secondary care environment. Person Specification Skills and Abilities Essential Excellent communication skills. Excellent interpersonal skills. Good personal organisation. Proficient in computer skills, including knowledge of Microsoft Word and Excel. Ability to follow procedures. Ability to work unsupervised and to supervise others when necessary. Qualifications Essential Evidence of a good standard of literacy and numeracy (Maths and English Grade C). Desirable Knowledge and understanding of medical terminology Personal Qualities and Attributes Essential Understanding and acceptance of the need for strict confidentiality in the workplace and be able to follow data protection policies and guidelines. Ability to use own judgement, initiative and common sense. Ability to work as part of a multi-skilled team. Pleasant and articulate. Able to work under pressure. Able to adapt to change. Experience Essential Experience working in an office environment. Practical experience of computerised recording systems. Desirable Experience of EMIS clinical system including search and reporting. Experience working with DOCMAN and workflow of clinical correspondence following procedures and policies. Experience of working in General Practice or other Primary/Secondary care environment. 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 Dove River Practice Address Dove River Practice Monk Street Tutbury Burton-on-trent Staffordshire DE13 9NA Employer's website https://www.doveriverpractice.nhs.uk/ (Opens in a new tab)