Job description

Job responsibilities

Full Time 37.5 hours Monday - Friday. Open to job share discussions.

Team Management

• Lead, support, and manage the reception team, ensuring effective day-to-day operations. Organise staff rotas to ensure adequate coverage during opening hours, including handling leave and absences.

• Conduct regular team meetings and performance reviews, identifying training and development needs.

• Provide mentorship and guidance to staff, promoting a positive and professional working environment.

• Patient Services

• Ensure the reception team delivers a friendly, professional, and efficient service to all patients.

• Oversee appointment bookings, telephone systems, and patient enquiries to maintain high standards of accessibility and service.

• Act as a point of escalation for complex or sensitive patient queries.

• Promote the use of digital services, such as online booking systems, prescription requests, and patient portals.

• Complaint Management

• Handle patient complaints in line with NHS and practice policies, ensuring timely resolution and appropriate communication.

• Investigate complaints thoroughly, liaising with clinical and administrative staff as necessary.

• Identify trends or recurring issues and implement service improvements to address them.

• Keep complaint logs up to date, including records held within Teamnet as well as existing internal systems.

• Health and Safety Compliance

• Oversee health and safety policies within the practice, ensuring compliance with relevant regulations.

• Conduct audit assessments, including for fire safety, infection control, and workplace hazards.

• Coordinate staff training in health and safety protocols, including first aid and fire safety procedures.

• Act as the practices point of contact for health and safety inspections or audits.

• Administration and Reporting

• Monitor and improve workflows to enhance the efficiency of patient services.

• Maintain accurate records and documentation related to complaints, incidents, and health and safety activities.

• Provide regular reports to practice management or partners on key metrics, such as patient feedback, complaints, and operational performance.

• Quality and Governance

• Work collaboratively with the management team to ensure compliance with CQC standards and other regulatory requirements.

• Contribute to quality improvement initiatives and practice development projects.

• Stay informed about NHS policies, guidelines, and innovations in patient services.

Person Specification

Qualifications

Essential

• Excellent written skills
• Excellent communication skills
• Previous experience in managing staff.
• Understanding of confidentiality and data protection (GDPR) principles.
• Ability to work independently and as part of a team.

Desirable

• Primary Care / NHS experience

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.

Employer details

Employer name

Bartlett Group Practice

Address

Wharf Road

Ash Vale

Aldershot

Hampshire

GU12 5BA

United Kingdom

Employer's website

https://www.bartlettgrouppractice.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

This job is for 37.5 hours which can be considered as a job share.

Job responsibilities

Professional

Work effectively as part of a team.

Work under direct or indirect supervision of a registered practitioner.

Work to agreed protocols and procedures.

Solve routine problems within the scope of the role and competencies and escalate when required.

Must understand the concept of accountability and responsibility and be confident to accept delegated responsibility for a registered practitioner after necessary preparatory training.

Attend practice and group meetings within the practice.

Complete statutory training/updates and mandatory training as specified by the practice.

Take responsibility for own development, learning and performance and identify gaps in knowledge and skills.

Inform line manager/registered nurse or practice manager if unable to perform any aspect of role competently.

Help support the development of other staff including pre-registration nurses.

Clinical Role

Ensuring that the patient is as comfortable and relaxed as possible.

Checking patient identification against in accordance with local policy.

Obtaining consent for the collection of a blood sample.

Adhering to chaperone policy.

Collection of samples(s) of blood in accordance with training and local policies and procedures.

Accurate, legible labelling of all samples to confirm patient identity, ensuring correct packaging.

Maintaining accurate patient records on the clinical system.

Ensuring all samples are stored in appropriate containers.

Recording collection of blood sample in patient record in accordance with practice procedure.

Ensuring that samples are dispatched to the appropriate laboratories in a timely fashion.

Ensuring that anomalies are reported to a senior member of staff.

To undertake any other duties appropriate within the bounds of their own competency and in discussion with their line manager, including but not limited to:

To undertake infection prevention and control measures within the Practice.

To assist with ordering of clinical stock and supplies for the Practice as required.

To assist with monitoring and maintaining of medical equipment and devices.

Communication

Communicate clearly with patients, carers and or relatives about the reason for the investigation and ensure above are aware of how to obtain their results.

Demonstrate excellent interpersonal, verbal, and written communication skills.

Work collaboratively with all colleagues and outside agencies.

Awareness of data protection issues.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Maintenance of up-to-date knowledge and skills in relation to roles undertaken
• Understanding of Infection prevention and Control measures
• Understanding of effective team working

Desirable

• Qualified in Phlebotomy / venepuncture

Skills

Essential

• Good organisational skills.
• Good interpersonal and communication skills.
• Ability to provide quality care.
• Basic IT skills.

Experience

Desirable

• Experience of infection prevention and control measures in clinical practice.
• Experience of working in primary care.
• Experience of working in a GP practice.
• Experience working with Emis.

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.

Employer details

Employer name

Bartlett Group Practice

Address

Wharf Road

Ash Vale

Aldershot

Hampshire

GU12 5BA

United Kingdom

Employer's website

https://www.bartlettgrouppractice.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

This job is for 30 hours over 4 days a week. Open to job shares / discussion.

Job Purpose

The Medical Secretary is a key administrative role within the NHS, providing essential support to clinicians and the wider practice team. The role involves managing correspondence, handling patient queries, coordinating appointments, and ensuring the smooth flow of administrative tasks to facilitate high-quality patient care.

Key Responsibilities

Secretarial Support

• Provide comprehensive secretarial support to GPs, nurses, and other clinicians, including typing correspondence such as referral letters, reports, and medical summaries.
• Manage clinical correspondence through systems such as e-Referrals (formerly Choose and Book), ensuring all referrals are processed accurately and in a timely manner.
• Manage Advice and Guidance (A&G) requests through ERS, including sending and receiving queries.
• Prepare and organise documentation for clinics, meetings, and patient care plans.
• Handle all secretarial roles relating to the Surrey Vasectomy Services as required.

Administrative Duties

• Maintain accurate and up-to-date patient records, ensuring compliance with GDPR and confidentiality standards.
• Manage incoming and outgoing mail, both electronic and physical, ensuring all correspondence is prioritised and actioned appropriately.
• Assist with maintaining and updating clinical systems (e.g., EMIS).
• Assist with death process and certifications.
• Assist with DXS referral systems, including liaison to add or remove forms as well as managing clinician referrals through this pathway.
• Be aware of and understand how to use Xyla/Cinapsis for referrals.

Patient Liaison

• Act as the first point of contact for patient queries related to referrals, and death certificate queries.
• Communicate professionally and empathetically with patients, ensuring their needs are met and any concerns are addressed or escalated as necessary.
• Support patients in accessing services, including signposting them to appropriate resources or healthcare providers.

Team Collaboration

• Work closely with GPs, practice staff, and external healthcare professionals to ensure seamless coordination of patient care.
• Assist in team meetings, including minute-taking and distributing meeting documents.
• Provide cover for colleagues during absences or busy periods.

Compliance and Quality Assurance

• Adhere to NHS policies, including health and safety, confidentiality, and safeguarding procedures.
• Participate in audits and quality improvement initiatives to enhance practice operations.
• Maintain professional development by attending training and keeping skills up to date.

Key Skills & Competencies

• Organisational Skills: Ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
• Communication: Excellent verbal and written communication skills to liaise with patients, clinicians, and external agencies.
• IT Proficiency: Competence in using clinical systems (e.g., EMIS) and office software (e.g., Microsoft Office).
• Attention to Detail: High level of accuracy in document preparation and data entry.
• Customer Service: Strong interpersonal skills, with the ability to remain professional and empathetic in challenging situations.
• Problem-Solving: Capable of addressing administrative issues and identifying solutions promptly.

Essential Requirements

• Previous experience in a secretarial or administrative role, preferably within the NHS or a healthcare setting.
• Knowledge of medical terminology.
• Understanding of confidentiality and data protection (GDPR) principles.
• Ability to work independently and as part of a team.

Desirable Requirements

• Audio typing skills and experience with dictation software.
• Familiarity with e-Referrals and other NHS systems.
• Formal qualifications in medical administration or secretarial work.
• Experience working in a GP practice or hospital environment.

Person Specification

Experience

Essential

• Previous experience in a secretarial or administrative role, preferably within the NHS or a healthcare setting.
• Knowledge of medical terminology.
• Understanding of confidentiality and data protection (GDPR) principles.
• Ability to work independently and as part of a team.

Desirable

• Audio typing skills and experience with dictation software.
• Familiarity with e-Referrals and other NHS systems.
• Formal qualifications in medical administration or secretarial work.
• Experience working in a GP practice or hospital environment.

IT Skills

Essential

• IT Skills to a good standard

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Secretarial Qualification

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.

Employer details

Employer name

Bartlett Group Practice

Address

Wharf Road

Ash Vale

Aldershot

Hampshire

GU12 5BA

United Kingdom

Employer's website

https://www.bartlettgrouppractice.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

This job is for 15 hours over 2 days.

Job Purpose

The Medical Secretary is a key administrative role within the NHS, providing essential support to clinicians and the wider practice team. The role involves managing correspondence, handling patient queries, coordinating appointments, and ensuring the smooth flow of administrative tasks to facilitate high-quality patient care.

Key Responsibilities

Secretarial Support

• Provide comprehensive secretarial support to GPs, nurses, and other clinicians, including typing correspondence such as referral letters, reports, and medical summaries.
• Manage clinical correspondence through systems such as e-Referrals (formerly Choose and Book), ensuring all referrals are processed accurately and in a timely manner.
• Manage Advice and Guidance (A&G) requests through ERS, including sending and receiving queries.
• Prepare and organise documentation for clinics, meetings, and patient care plans.
• Handle all secretarial roles relating to the Surrey Vasectomy Services as required.

Administrative Duties

• Maintain accurate and up-to-date patient records, ensuring compliance with GDPR and confidentiality standards.
• Manage incoming and outgoing mail, both electronic and physical, ensuring all correspondence is prioritised and actioned appropriately.
• Assist with maintaining and updating clinical systems (e.g., EMIS).
• Assist with death process and certifications.
• Assist with DXS referral systems, including liaison to add or remove forms as well as managing clinician referrals through this pathway.
• Be aware of and understand how to use Xyla/Cinapsis for referrals.

Patient Liaison

• Act as the first point of contact for patient queries related to referrals, and death certificate queries.
• Communicate professionally and empathetically with patients, ensuring their needs are met and any concerns are addressed or escalated as necessary.
• Support patients in accessing services, including signposting them to appropriate resources or healthcare providers.

Team Collaboration

• Work closely with GPs, practice staff, and external healthcare professionals to ensure seamless coordination of patient care.
• Assist in team meetings, including minute-taking and distributing meeting documents.
• Provide cover for colleagues during absences or busy periods.

Compliance and Quality Assurance

• Adhere to NHS policies, including health and safety, confidentiality, and safeguarding procedures.
• Participate in audits and quality improvement initiatives to enhance practice operations.
• Maintain professional development by attending training and keeping skills up to date.

Key Skills & Competencies

• Organisational Skills: Ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
• Communication: Excellent verbal and written communication skills to liaise with patients, clinicians, and external agencies.
• IT Proficiency: Competence in using clinical systems (e.g., EMIS) and office software (e.g., Microsoft Office).
• Attention to Detail: High level of accuracy in document preparation and data entry.
• Customer Service: Strong interpersonal skills, with the ability to remain professional and empathetic in challenging situations.
• Problem-Solving: Capable of addressing administrative issues and identifying solutions promptly.

Essential Requirements

• Previous experience in a secretarial or administrative role, preferably within the NHS or a healthcare setting.
• Knowledge of medical terminology.
• Understanding of confidentiality and data protection (GDPR) principles.
• Ability to work independently and as part of a team.

Desirable Requirements

• Audio typing skills and experience with dictation software.
• Familiarity with e-Referrals and other NHS systems.
• Formal qualifications in medical administration or secretarial work.
• Experience working in a GP practice or hospital environment.

Person Specification

Experience

Essential

• Previous experience in a secretarial or administrative role, preferably within the NHS or a healthcare setting.
• Knowledge of medical terminology.
• Understanding of confidentiality and data protection (GDPR) principles.
• Ability to work independently and as part of a team.

Desirable

• Audio typing skills and experience with dictation software.
• Familiarity with e-Referrals and other NHS systems.
• Formal qualifications in medical administration or secretarial work.
• Experience working in a GP practice or hospital environment.

IT Skills

Essential

• IT Skills to a good standard

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Secretarial Qualification

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.

Employer details

Employer name

Bartlett Group Practice

Address

Wharf Road

Ash Vale

Aldershot

Hampshire

GU12 5BA

United Kingdom

Employer's website

https://www.bartlettgrouppractice.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

Job Purpose

To provide an efficient, professional, and friendly reception service to patients while supporting the clinical team in the smooth running of the practice. As a Care Navigator, you will assist patients in accessing appropriate services and ensuring their care needs are met, promoting the best possible patient outcomes.

Key Responsibilities

Reception Duties

• Welcome patients and visitors in a professional and courteous manner.
• Handle telephone calls efficiently, answering queries or redirecting them as appropriate.
• Schedule and manage patient appointments using the practice's clinical systems.
• Update date patient records as necessary.
• Handle patient correspondence, including emails and letters over the desk, ensuring confidentiality and accuracy.
• Assist patients in completing rapid health forms or questionnaires, either in person or over the phone.

Care Navigation

• Act as the first point of contact for patients, identifying their needs and signposting them to the appropriate clinician, service, or external support.
• Provide patients with information about services available within the NHS and the local community.
• Use active listening and problem-solving skills to manage patient expectations and promote self-care where appropriate.
• Liaise with multidisciplinary teams and external organisations to coordinate patient care effectively.

Administrative Duties

• Maintain up-to-date patient records, ensuring accuracy and adherence to GDPR and confidentiality policies.
• Support the preparation of clinics, including managing patient recalls and bookings from patients appointment reminders.
• Monitor and request office supplies to ensure the smooth running of the practice.

Customer Service

• Handle patient feedback, complaints, and concerns in a sensitive and empathetic manner, escalating issues when necessary.
• Promote a positive image of the practice at all times, ensuring high levels of patient satisfaction.

Key Skills & Competencies

• Communication: Excellent verbal and written communication skills, with the ability to interact professionally with patients, staff, and external stakeholders.
• IT Skills: Proficiency in using clinical systems (e.g., EMIS) and Microsoft Office applications.
• Organisational Skills: Ability to multitask, prioritise workloads, and work under pressure in a busy environment.
• Teamwork: Collaborative approach to working with colleagues and contributing to a supportive team culture.
• Empathy & Compassion: A patient-centred approach, with the ability to handle sensitive situations with discretion and understanding.
• Problem-Solving: Ability to think critically and navigate patients to the most appropriate service.

Essential Requirements

• Previous experience in a customer-facing role, preferably within the NHS or healthcare setting.
• Knowledge of NHS services and pathways.
• Understanding of patient confidentiality and data protection (GDPR).
• Flexibility to work varied shifts, including evenings and weekends, if required.

Desirable Requirements

• Experience with clinical systems such as EMIS.
• Knowledge of medical terminology.
• Training or qualifications in customer service or care navigation.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Essential

• Previous experience in a customer-facing role, preferably within the NHS or healthcare setting.
• Understanding of patient confidentiality and data protection (GDPR).
• Flexibility to work varied shifts, including evenings and weekends, if required.
• Computer IT Skills

Desirable

• Experience with clinical systems such as EMIS.
• Knowledge of medical terminology.
• Training or qualifications in customer service or care navigation.

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.

Employer details

Employer name

Bartlett Group Practice

Address

Wharf Road

Ash Vale

Aldershot

Hampshire

GU12 5BA

United Kingdom

Employer's website

https://www.bartlettgrouppractice.co.uk/ (Opens in a new tab)