Administration & Secretarial Clerk inSouthsea inSouthsea PUBLISHED 28 OCT 2024

Here at Island City Practice we are looking for a committed, enthusiastic and highly motivated team member to join our busy Administration and Secretarial Team.

The successful candidate will be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to 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 and in accordance with current policies, including the use of the electronic referral service (ERS).

About us

The following are the core responsibilities of the Administrative and Secretarial Clerk. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Appropriate training will be provided as required:

1. Processing incoming and outgoing mail
2. Photocopy documentation as required
3. Process letters as requested.
4. Process referrals to external agencies such as secondary care.
5. Input data into patients healthcare records as necessary.
6. Process referrals using the electronic referral system (ERS).
7. Process requests for information i.e. SAR insurance / solicitors letters and DVLA forms.
8. Process and management of private work, such as private medical appointments.
9. Read code data on SystmOne.
10. Dealing with incoming and outgoing phone calls, transferring calls or dealing with the callers requests in an efficient, tactful, professional, and compassionate manner.
11. Manage all administrative queries as necessary.
12. Carry out system searches as requested.
13. Support all clinical staff with general administrative tasks as requested.
14. Management and processing of Anima requests.
15. Where necessary, liaise with patients and ensure that referrals are promptly managed using audio typing or dedicated software programs.
16. Daily checking of referral status to include advice and guidance requests, 2 week waits and urgent appointments.
17. To inform GPs of triage/advice and guidance replies and to update patient records.
18. To make use of information technology and to be involved with changing technology as it becomes available.
19. Take part in external and internal training courses and meetings as required.
20. To manage efficiently the death protocol, ensuring clear communication with the Medical Examiner.