Lead Medical Secretary - Bristol, United Kingdom - Hanham Health

Hanham Health

Verified Company

Bristol, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Hanham health is looking for an experienced and enthusiastic Medical Secretary who will lead our secretarial team following retirement of the current post holder.

The post is full time (37.5 hours) and will be based predominantly at our Oldland Common Surgery.

The post holder will need to demonstrate flexibility and adaptability in what can be a rapidly changing environment as well as demonstrate exceptional customer service and team leader skills.

JOB SUMMARY

To lead on and supervise all secretarial support to clinicians including the management of referrals and typing of letters to secondary care, outside organisations and patients across designated surgery site(s).

Ensure efficient communication between clinicians, multidisciplinary teams, patients, senior team members and all necessary internal and external contacts to achieve an excellent and seamless patient pathway.

The post holder will require a high level of competence and confidence with a strict adherence to patient confidentiality in line with agreed procedures and protocols.

This particular post is based at Hanham and Oldland Common surgeries but liaison with our team at Almondsbury surgery will also be required.

KNOWLEDGE, TRAINING, AND EXPERIENCE REQUIRED

Staff leadership including rota planning, recruitment, training, coaching and appraisals and experience of supervising a team, ideally withing the NHS / GP practice.
Demonstrable problemsolving and flexibility, especially in dealing with unforeseen circumstances.
Experience of working within a busy environment, prioritising varied enquiries and administrative tasks for self and team.
Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and general confidence with IT software. Knowledge of the BNSSG referral pathways system is also beneficial.
Awareness of policies and procedures regarding Data Security and Information Governance and ensuring adherence to these.
Knowledge of medical terminology.

MAIN DUTIES & RESPONSIBILITIES OF THE POST
You will work closely with the Customer Service Manager in all the following areas:

Promote and support a customer-focused culture.
To supervise the secretarial team and all associated secretarial tasks assuring high levels of productivity and quality.
Recruitment, induction and training of all new staff to agreed standards, ongoing coaching and training and providing support and appraisal for each team member.
Continually assess and evaluate systems recommending changes and improvements using software solutions as appropriate
Assist with production and upkeep of practice documentation and operating procedures.
To provide an efficient audio, typing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and timely manner.
To assist clinicians and other department staff members with any clerical and administrative duties.
Handle patient /external organisation enquires both via the telephone and electronically.
Ensure adequate staffing levels, approving annual leave and other leave and organising rotas in line with agreed policy.
Manage department sickness absence in line with agreed policy.
To attend and arrange both team and inter department meetings. Liaising with other team members where appropriate and producing minutes when needed.
To attend BNSSG Secretarial meetings (held locally) and ensure team members are briefed accordingly.
Assist in the resolution of any conflicts within the Reception area, resolving informal patient complaints locally and assisting in the investigation of and response to formal patient complaints as required.
Where required, leading or taking part in disciplinary proceedings.
Assist the practice team in campaign planning and delivery (for example annual flu vaccinations).
Liaising with other team leaders to ensure cross department efficiency.
Assist with the gathering of relevant statistics and use data to improve processes.
Assisting with routine IT support within the team.
Work collaboratively with the Management Team and deputise for the Customer Service manager as may be required