Secretary Secretarial jobs in Northampton

Abbey Medical Practice is looking to recruit a Secretary to work 30 hours per week within our Operations Team on a 12 month contract.

If you are very organised, able to prioritise, work well under pressure, then this may well be the role for you.

The role of the Secretary is to provide a confidential service to our clinical staff. Responsible for the typing, transcription of referrals and other correspondence, to a high standard. Process routine and urgent referrals through electronic systems. Communicate with hospitals, consultants and community health services as appropriate

Abbey Medical Practice looks after 28,800 patients in Wellingborough and has a small Practice in Earls Barton.

The Practice is led by 7 GP Partners and managed by our Head of Practice, along with the Senior Practice Manager, Patient Services Manager and Operations Manager. The Practice has 6 additional GPs in salaried roles with Advanced Nurse Practitioners, Treatment Area Nurses, Health Care Assistants led by the Nursing Manager. Healthy Minds Practitioner and Clinical Pharmacists are also in post. There is an extensive Patient Services Team who work extremely hard to support patients and staff.

The Practice is part of Wellingborough and District PCN hub offering access to multidisciplinary teams and additional clinicians ensuring patients are seen by the most appropriate professionals.

Abbey Medical Practice is registered and regulated by the Care Quality Commission (CQC) and works within National NHS guidelines and local commissioners to provide safe, effective and responsive services to our patient population.

The Practice is very sociable and have regular social events to have a good work-life balance. In summary, we work hard and we play harder!

The advert will closed if we receive suitable candidates applying for the role.

Role Summary:

Provide a confidential secretarial service to clinical staff. Responsible for the typing, transcription of referrals and other correspondence, to a high standard.

Key Duties:

· Type and process clinical correspondence and referrals accurately.

· Record correspondence in patient records

· Process red flagged tasks within 4 working hours, routine tasks within 5 working days and urgent tasks within 2 working days of receipt. Process urgent same day correspondence on day of receipt.

· Manage the secretarial telephone line efficiently and in line with the Practice standards

· Handle incoming emails and Anima requests.

· Scan and upload documents into patient records.

· Review correspondence and action where possible.

· Monitor and action Choose and Book/e-Referral rejections and responses.

· Liaise with hospitals, consultants’ secretaries and external organisations.

· Check medical records prepared by the team for appropriate redaction.

· Train other practice staff where required.

Patient Focus

· Deliver a high–quality, professional and patient-centred service at all times in accordance with the Practice mission statement, values and policies.

Continuous Improvement

· Continually identify opportunities to improve processes, promote efficiency and support the development of effective working practices across the Practice.

Skills and Knowledge

· Adhere to the Practice Policies and Procedures in relation to the Key Tasks as detailed above to ensure a high quality of work is completed.

· Demonstrate a thorough understanding of confidentiality and data protection requirements.

· Review policies and procedures and work with the Management Team/Team Leaders to update documents.

· Participate in Practice Learning Time Sessions once a month in respect of training and as a Practice communication forum.

Other Duties

· Undertake any other reasonable duties as delegated by the Management Team.

· Maintain a personal and professional development plan

· Participate fully in the annual appraisal process.

All staff at Abbey Medical Practice have a duty to conform to the following:

Team Working

Will work professionally and collaboratively with all members of the Practice team and external stakeholders where appropriate.

Is required to attend and participate in monthly team meetings and the practice monthly training sessions.

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential, and all staff must ensure they communicate in a manner that enables the sharing of information in an appropriate manner.

Personal / Professional Development

Maintain own personal / professional development plan thereby meeting training needs as identified through annual appraisal and reflection of own performance and practice. Participate in regular supervision with the team leader, and discuss development needs with mentor and managers, on a regular basis

Work always within the practice’s policies and procedures and within best practice guidance.

Confidentiality

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 of 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.

Information Governance

The post holder must comply with all Practice Information Governance policies, including data protection, confidentiality and information security.

The post holder will complete mandatory information governance and data protection training and ensure that personal and sensitive information is handled securely and appropriately.

Safeguarding

The post holder will adhere to the Practice safeguarding policies and procedures and undertake safeguarding training appropriate to the role.

The post holder will support the Practice in safeguarding children and vulnerable adults, recognising and responding appropriately to safeguarding concerns in line with national guidance.

Health and Safety

The post holder will take reasonable care for the health and safety of themselves and others who may be affected by their actions.

The post holder will comply with all Practice Health and Safety policies and procedures and support the maintenance of a safe working environment.

Equality and Diversity

Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competencies to perform their role. All staff will be required to partake in and complete mandatory training as directed by the Operations Manager as well as participating in practice training programmes.

Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately enable them to improve processes and service delivery.

Service Delivery

Staff at Abbey Medical Practice, must adhere to the information contained within practice policies and regional directives, ensuring protocols are followed at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

This job description is a summary of the main responsibilities and is not intended to be an exhaustive list of duties or tasks. It will be reviewed annually with the postholder and may be amended to reflect the changing needs of the Practice.

Job Types: Part-time, Fixed term contract

Pay: £13.21-£13.46 per hour

Benefits:

• Company pension
• Free parking
• On-site parking

Work Location: In person