Team Leader IT/Secretarial
Job summary
Team Leader required for a busy GP practice in Castle Bromwich to lead IT and Secretarial Staff.
We are looking for someone preferably with experience who is flexible and computer literate, able to perform under pressure with excellent attention to detail , reliable, and a great multi tasker for this fast paced role.
The position available is for
30 hours per week Monday to Friday.
Main duties of the job
Main duties of the role are:
The suitable candidate will be required to read code, summarise, recalls, collating staff leave, dealing with computer issues, SystmOne issues, PPA claims, and Secretarial duties
Have a good standard of education including Math and English.
Previous experience of computer based systems and software packages are desirable.
About us
We are a Busy GP Practice in North Solihull with 4 Partners, 5 Salaried GPs 2 Practice Nurses 2 HCAs 2 Secretaries and a large Reception and IT/Admin Department.
Our work ethic is to be amongst other things, is to be an efficient, empathetic communicator who are able to talk with patients, colleagues and outside agencies face to face and over the phone, self-motivated, well organized and a great time keeper.
Job description
Job responsibilities
Lead on the end-to-end processing of all referrals, including: Standard referrals via eRS (eReferrals System), Advice & Guidance.
Ensure referrals are submitted accurately and promptly and using appropriate coding and attached in line with with local and national referral pathways e-Referral Service (eRS) Management.
Carry out patient searches and troubleshoot referral issues. Creating and monitoring scheduled tasks. Chasing clinic outcomes and letters.
Escalate delays or missing information appropriately to clinicians and management. Medico-Legal & Information Governance. Act as the administrative lead for medico-legal work, ensuring compliance with GDPR. Information Governance standards, NHS medico-legal guidance.
Oversee and process requests, including Subject Access Requests and Private Medical Reports. Manage medical Notes and PCSE records: overseeing - Ordering, sending, receiving, and returning patient notes.
General Admin Responsibilities. Provide I.T. Support for the whole practice team including User account management, Perform administrative and clerical duties linked to patient clinical needs as required, liaise with hospitals, obtain clinical test results, patient registrations, retrieve and re-file records etc.
Accurately scan, code and record clinical information in patients medical records. Administrative support where relevant to documents scanned including filing and management of work flowed items. Maintain surveillance of all incoming electronic forms of communication including email, and process as per practice protocol. Support IT and Secretarial team with all reasonable requirements. Administrative support may include specific blocks of work or individual tasks e.g. filing / photocopying / troubleshooting I.T. problems including hardware (printers), liaising with outside agencies etc . Follow Practice protocols to ensure consistent and high quality care is provided to our patients . You will also be expected to carry out any reasonable duties which may be requested from time-to time. Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures. Team Leadership & Supervision. Provide day-to-day leadership to the IT and Secretarial Team. Allocate workload, monitor task queues monitor all workstreams, and ensure deadlines are met. Act as first point of escalation for complex or urgent administrative issues. Support training and development of staff.
Carry out quality checks and audits to ensure accuracy and consistency. Support rota planning and cover arrangements where required. Advanced Document Management & Coding. Oversee scanning and coding of clinical correspondence, including complex and sensitive documents. Safeguarding administration.
Ensure timely processing of incoming post, results, and clinical letters. Maintain high standards of data quality and clinical safety. Support access management for clinical systems where appropriate: SystmOne access and group management , Smartcards and resets.
Support reporting requirements such as: Referral activity, 2WW compliance , Audit reports and Training records.
Governance, Quality & Continuous Improvement. Ensure all administrative, referral and medico-legal processes meet NHS standards and local policy. Identify risks, inefficiencies, or training needs and escalate appropriately . Contribute to the development and updating of standard operating procedures (SOPs). Participate in audits and service improvement initiatives.
Reporting to Practice Manager.
Person Specification
Experience
- Good English and math skills.
- Previous experience would be advantageous.
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
The Castle Practice
Address
2 Hawthorne Road
Castle Bromwich
Birmingham
B36 0HH
Employer's website
https://www.thecastlepractice.nhs.uk/