Medical Secretary/Administrator in Preston

An opportunity has arisen to join our professional forward-looking admin team at Riverside Medical Centre. We are seeking to recruit a dynamic individual who is able to provide first-class customer service for our patients and work within our experienced and enthusiastic admin team. Applicants should have excellent communication skills, be confident in the use of IT, and preferably have proven experience in working within a General Practice environment. You must have a passion for providing excellent customer service, where expectations can vary, whilst remaining calm, polite, and professional.

The post is full-time/part-time job share role, which we are happy to discuss further.

Main duties of the job

• The post holder will be able to act on their own initiative, within broad procedural guidelines, to provide a high-quality, professional admin role to patients, doctors, staff, colleagues, health service professionals, and others.
• To work as the first point of contact for patients and portray the practice in the highest possible professional basis.
• Audio typing of all referrals.
• Receive, action, and process Medical Legal forms and requests from varied outside agencies and individuals.
• Process and reconcile all payments received for the Private work undertaken for Riversdale Medical Services Limited in a timely, accurate, and efficient manner.
• Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
• Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team.
• Facilitate effective communication between patients, members of the primary health care team, secondary care, and other associated healthcare agencies.

Key Areas of Responsibility

• Audio typing of all referrals.
• Efficient processing of all Medical Legal forms - in accordance with Practice process/protocols.
• Maintaining and monitoring the Riversdale Accounts package.
• Processing telephone requests for information and ensuring callers are dealt with in a positive and thorough manner.
• Processing and distributing incoming (and outgoing) mail.
• Taking messages and passing on information.
• Scanning of documents.
• Dealing with the Generic email documents.
• Process of GP2GP along with registration and deduction process.
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.
• Telephoning patients regarding appointments or queries.
• Photocopying patient records.

Policy and Service Development

• Contribute to the development and ongoing updates of practice policies and protocols. Responsible for the implementation of the same.

Health and Safety

• To review existing policies and accident reporting incidents.

In addition to these functions, employees are required to carry out such duties as may be reasonably required by Riverside Medical Practice. The developing and rapidly changing nature of the organisation demands considerable flexibility from the post holder and the duties and responsibilities specified in this job description are subject to change as the needs of the organisation evolve. Any such changes will be made in consultation with the post-holder.

General Responsibilities

• Employees of the Riverside Medical Centre are required to promote and support the mission and vision of the service for which they are responsible and:
• At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner.
• Work within a team effectively, respecting all team members.
• Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them.
• Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations.
• Adhere to Equality and Good Relations duties throughout the course of their employment.
• Ensure the ongoing confidence of the public in-service provision.
• Maintain high standards of personal accountability.

Records Management

All employees of Riverside Medical Centre are legally responsible for all records held, created, or used as part of their business within the Riverside Medical Centre, including patient/client, practice, and administrative records whether paper-based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, and Data Protection Act 1998. Employees are required to be conversant with the Riverside Medical Centre policy and procedure on records management and to seek advice if in doubt.

Person Specification

• Qualifications: GCSE grade A to C in English and Maths.
• Experience: Experience of working in a GP practice.
• 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.