An exciting opportunity has arisen within Beacon Medicalgroup to Join our secretarial team, The successful candidate will be joiningan experienced friendly team, supporting a large team of clinical staff,covering a wide range of clinical areas.
This role requires forward thinking person withexperience of typing, good understanding of GDPR, NHS workflows and workingto tight deadlines.
The successful applicant will help provide accurate andhigh-level referrals into our clinical system from Beacons multidisciplinaryteam, processing information from other health organisations, companies &patients. Work with a fast pace to a high quality, in all areas and followingall practice guidelines, policies & procedures.
The ideal candidate must have a flexible can doattitude with a passion for excellence and an ability to work well within ateam.
Hours will be 21.5- 25.5hrs per week, across 3 days
Days will include Monday, Wednesday and Friday
Tuesday and Thursday Day off
Main duties of the job
The successfulapplicant will help provide accurate and high-level referrals into our clinicalsystem from Beacons multidisciplinary team, processing information from otherhealth organisations, companies & patients. Work with a fast pace to a highquality, in all areas and following all practice guidelines, policies &procedures. About us
Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, , Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff. Our mission is to give all our patients the right care, at the right time, in the right place. We are a forward thinking partnership always looking for opportunities to improve services for our patients. We have a good reputation for delivering good healthcare, leading at scale and innovating primary care services. This is a really exciting time to be joining us as we diversify our teams, our partnership and services. If you join our team; you will receive support, opportunities to grow in your role, training, and work with colleagues who care about you. Job responsibilities
To provide an efficient audio, copy typing and wordprocessing service for GPs and Health Professionals as required. This includesthe typing of letters, reports, patient referrals, minutes, memorandums, etc.in an accurate and quality manner. Assess the urgency of incoming and outgoing correspondence(consulting where appropriate) and act accordingly. Co-ordinate and despatch outgoing correspondence (internalmail, external mail and faxes) Ensure that outgoing external mail is posted to catch thelast collection on each working day. This also entails ensuring the correctpostage is applied and that special action (such as recorded delivery) is takenwhen necessary. To establish and maintain filing and administrative systemsso that written or computer information is easily accessible and secure. To be responsible for your own continuing self-development,undertaking training as appropriate. To undertake other duties appropriate to the grading of thepost as required. Must be able to work flexible hours. Referrals: Send all referrals via Choose & Book or as appropriate. Monitor choose and book referrals, co-ordinating rejectedreferrals and maintaining data on referrals sent. Maintain up-to date data on referrals sent, logging/ codingreferrals as appropriate. Amend patient address/details when necessary Contact patients regarding any missing information,arranging practice appointments when necessary. Provide support for practice delivered services, typing andsending any onward referrals including IPT (Inter-Provider Transfers). Non-NHS Business: Responsible for all requests for non-NHS medical reportsfrom GPs and copies of medical records and to record details of paymentsreceived. Photocopy medical records and reports to satisfy reasonablerequests from external organisations. To retrieve medical records and assist the completion ofmedical/insurance records. Maintain accurate records of invoices raised for non-NHSwork and update payments received. Non-NHS arrange appointments for PTs to view notes andmedical reports prior to dispatch. Monitor over-due payments and liaise with Finance Assistantto ensure appropriate steps are taken to recover fees. Liaise with the external compliers of private medicalattendance reports. Liaise with patients and external organisations asnecessary. Act as the first point of contact for GP and hospitalqueries. Undertake other administrative tasks as required.Secretaries will be responsible for the incoming and outgoing mail within theirarea of responsibility. Minute taking for meetings as requested. Amend patient address/details when necessary Non-NHS arrange appointments for Patients to view notes andmedical reports prior to dispatch. To provide cover for other members of the secretarial teamduring periods of sickness and annual leave, this may require cross-coverworking at another site. In liaison with the clerk responsible, maintain adequatesupplies of office stationery in order to perform your secretarial duties. To assist in the training of any secretarial staff Provide administrative support for any in-house services Personal/Professional Development: The postholder will participate in any training programmeimplemented by the practice as part of this employment, such training toinclude: Participation in an annual individual performance review,including taking responsibility for maintaining a record of own personal and/orprofessional development. Taking responsibility for own development, learning andperformance and demonstrating skills and activities to others who areundertaking similar work. Health and Safety The postholder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the practice health & safety policy, the practice health &safety manual and the practice infection control policy and publishedprocedures. Ensure all members of staff comply with the Groups healthand safety policy Carry out risk assessments to comply with current Health andSafety legislation Ensure any health and safety concerns are reported to theOperations Manager To be aware of and adhere to applicable practice rules,regulations, legislation and procedures, national legislation (Health andSafety, COSHH, Data Protection). Equality and Diversity The post-holder will support the equality, diversity andrights of patients, carers and colleagues Act in a way that recognises the importance of peoplesrights, interpreting them in a way that is consistent with group processes andpolicies and current legislation Respecting the privacy, dignity, needs and beliefs ofpatients, carers and colleagues Behaving in a manner that is welcoming, non-judgemental andrespects the individuals circumstances, feelings, priorities and rights Thedetails contained in this job description are not exhaustive and may change asthe post develops. Governance: Identify and record risks and issues, developing contingencyplans with service and contract leads Ensure the PCN is compliant with health and safety policiesand procedures to reflect current best practice Ensure that the PCN board and Clinical director adhere tothe governance structure as set out in the network agreement Confidentiality: The post holder must maintain confidentiality, security andintegrity of information relating to patients, staff and the business. In the performance of the duties outlined in this jobdescription, the postholder may have access to confidential informationrelating to patients and their carers, practice staff and other healthcareworkers. They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to be regardedas strictly confidential. To maintain confidentiality of information acquired in thecourse of undertaking duties for the practice. Person Specification
Skills
Ability to work as part of a team Self-motivated with the ability to use your own initiative Ability to manage change Ability & skills to produce accurately typed correspondence from audio Communication and organisational skills with the ability to prioritise Proven interpersonal and communication skill Experience
2 years Secretarial experience preferably in a medical environment Understanding of locally commissioned services Demonstrate understanding of key functions of a secretarial role Experience of working in busy environment Knowledge of medical terminology and medical read coding Excellent user of Microsoft Office and general I.T. skills Demonstrate an understanding of customer/ patient care/ability to work with sensitive and confidential information. Knowledge of Data Protection Act and the Access to Medical Records Act Previous experience of working in a pressured environment Clinical system one experience Experience of IGPR Understanding of Choose & Book referrals processes Qualifications
Level 2 in administration or equivalent. Or substantial experience in similar role will be considered NVQ level 3 in administration or equivalent experience, or RSA level lll. (proficient and accurate audio typing skills) The Groups Values
The candidate must demonstrate an understanding of our values. 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.
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The successfulapplicant will help provide accurate and high-level referrals into our clinicalsystem from Beacons multidisciplinary team, processing information from otherhealth organisations, companies & patients. Work with a fast pace to a highquality, in all areas and following all practice guidelines, policies &procedures. About us
Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, , Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff. Our mission is to give all our patients the right care, at the right time, in the right place. We are a forward thinking partnership always looking for opportunities to improve services for our patients. We have a good reputation for delivering good healthcare, leading at scale and innovating primary care services. This is a really exciting time to be joining us as we diversify our teams, our partnership and services. If you join our team; you will receive support, opportunities to grow in your role, training, and work with colleagues who care about you. Job responsibilities
To provide an efficient audio, copy typing and wordprocessing service for GPs and Health Professionals as required. This includesthe typing of letters, reports, patient referrals, minutes, memorandums, etc.in an accurate and quality manner. Assess the urgency of incoming and outgoing correspondence(consulting where appropriate) and act accordingly. Co-ordinate and despatch outgoing correspondence (internalmail, external mail and faxes) Ensure that outgoing external mail is posted to catch thelast collection on each working day. This also entails ensuring the correctpostage is applied and that special action (such as recorded delivery) is takenwhen necessary. To establish and maintain filing and administrative systemsso that written or computer information is easily accessible and secure. To be responsible for your own continuing self-development,undertaking training as appropriate. To undertake other duties appropriate to the grading of thepost as required. Must be able to work flexible hours. Referrals: Send all referrals via Choose & Book or as appropriate. Monitor choose and book referrals, co-ordinating rejectedreferrals and maintaining data on referrals sent. Maintain up-to date data on referrals sent, logging/ codingreferrals as appropriate. Amend patient address/details when necessary Contact patients regarding any missing information,arranging practice appointments when necessary. Provide support for practice delivered services, typing andsending any onward referrals including IPT (Inter-Provider Transfers). Non-NHS Business: Responsible for all requests for non-NHS medical reportsfrom GPs and copies of medical records and to record details of paymentsreceived. Photocopy medical records and reports to satisfy reasonablerequests from external organisations. To retrieve medical records and assist the completion ofmedical/insurance records. Maintain accurate records of invoices raised for non-NHSwork and update payments received. Non-NHS arrange appointments for PTs to view notes andmedical reports prior to dispatch. Monitor over-due payments and liaise with Finance Assistantto ensure appropriate steps are taken to recover fees. Liaise with the external compliers of private medicalattendance reports. Liaise with patients and external organisations asnecessary. Act as the first point of contact for GP and hospitalqueries. Undertake other administrative tasks as required.Secretaries will be responsible for the incoming and outgoing mail within theirarea of responsibility. Minute taking for meetings as requested. Amend patient address/details when necessary Non-NHS arrange appointments for Patients to view notes andmedical reports prior to dispatch. To provide cover for other members of the secretarial teamduring periods of sickness and annual leave, this may require cross-coverworking at another site. In liaison with the clerk responsible, maintain adequatesupplies of office stationery in order to perform your secretarial duties. To assist in the training of any secretarial staff Provide administrative support for any in-house services Personal/Professional Development: The postholder will participate in any training programmeimplemented by the practice as part of this employment, such training toinclude: Participation in an annual individual performance review,including taking responsibility for maintaining a record of own personal and/orprofessional development. Taking responsibility for own development, learning andperformance and demonstrating skills and activities to others who areundertaking similar work. Health and Safety The postholder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the practice health & safety policy, the practice health &safety manual and the practice infection control policy and publishedprocedures. Ensure all members of staff comply with the Groups healthand safety policy Carry out risk assessments to comply with current Health andSafety legislation Ensure any health and safety concerns are reported to theOperations Manager To be aware of and adhere to applicable practice rules,regulations, legislation and procedures, national legislation (Health andSafety, COSHH, Data Protection). Equality and Diversity The post-holder will support the equality, diversity andrights of patients, carers and colleagues Act in a way that recognises the importance of peoplesrights, interpreting them in a way that is consistent with group processes andpolicies and current legislation Respecting the privacy, dignity, needs and beliefs ofpatients, carers and colleagues Behaving in a manner that is welcoming, non-judgemental andrespects the individuals circumstances, feelings, priorities and rights Thedetails contained in this job description are not exhaustive and may change asthe post develops. Governance: Identify and record risks and issues, developing contingencyplans with service and contract leads Ensure the PCN is compliant with health and safety policiesand procedures to reflect current best practice Ensure that the PCN board and Clinical director adhere tothe governance structure as set out in the network agreement Confidentiality: The post holder must maintain confidentiality, security andintegrity of information relating to patients, staff and the business. In the performance of the duties outlined in this jobdescription, the postholder may have access to confidential informationrelating to patients and their carers, practice staff and other healthcareworkers. They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to be regardedas strictly confidential. To maintain confidentiality of information acquired in thecourse of undertaking duties for the practice. Person Specification
Skills
Ability to work as part of a team Self-motivated with the ability to use your own initiative Ability to manage change Ability & skills to produce accurately typed correspondence from audio Communication and organisational skills with the ability to prioritise Proven interpersonal and communication skill Experience
2 years Secretarial experience preferably in a medical environment Understanding of locally commissioned services Demonstrate understanding of key functions of a secretarial role Experience of working in busy environment Knowledge of medical terminology and medical read coding Excellent user of Microsoft Office and general I.T. skills Demonstrate an understanding of customer/ patient care/ability to work with sensitive and confidential information. Knowledge of Data Protection Act and the Access to Medical Records Act Previous experience of working in a pressured environment Clinical system one experience Experience of IGPR Understanding of Choose & Book referrals processes Qualifications
Level 2 in administration or equivalent. Or substantial experience in similar role will be considered NVQ level 3 in administration or equivalent experience, or RSA level lll. (proficient and accurate audio typing skills) The Groups Values
The candidate must demonstrate an understanding of our values. 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.
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