• Job Description

  Req#: A1739-25-0013?language=en&page=168&sort=publicationDateDesc

  Job summary

  An exciting opportunity has arisen within Beacon Medical group to Join our secretarial team, The successful candidate will be joining an experienced friendly team, supporting a large team of clinical staff, covering a wide range of clinical areas.

  We have two roles available:

  16.5 hours per week - Mon, Tue, Wed

  16 hours - Thu & Fri. - starting in September

  This role requires forward thinking person with experience of typing, good understanding of GDPR, NHS workflows and working to tight deadlines.

  Our offer

  Induction programme

  Protected learning time

  Cross site practice meetings

  Practice internal training events

  Opportunity for CPD

  Regular reviews

  Staff communications group

  Employee health and wellbeing scheme (following successful probation):

  1. An employee assistance program

  2. Money back on everyday healthcare costs

  3. Access to MyWellness services

  Other Benefits

  NHS Discounts

  Access to NHS Staff wellbeing services

  Main duties of the job

  The successful applicant will help provide accurate and high-level referrals into our clinical system from Beacons multidisciplinary team, processing information from other health organisations, companies & patients. Work with a fast pace to a high quality, in all areas and following allpractice guidelines, policies & procedures.

  The ideal candidate must have a flexible can do attitude with a passion for excellence and an ability to work well within a team.

  Beacon Medical Group PCN is a partnership practice with 6 sites and a patient list of 43,000. We are an active contributor in shaping our local Services and at the forefront of developing new skill mixes to meet the challenges of Primary Care.

  Our focus is on improving services and providing high quality care to our patients whilst supporting the local health system to build sustainable integrated services to meet the current and future health and wellbeing needs of the communities we serve.

  About us

  Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, , Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff. Our mission is to give all our patients the right care, at the right time, in the right place. We are a forward thinking partnership always looking for opportunities to improve services for our patients. We have a good reputation for delivering good healthcare, leading at scale and innovating primary care services. This is a really exciting time to be joining us as we diversify our teams, our partnership and services.

  If you join our team; you will receive support, opportunities to grow in your role, training, and work with colleagues who care about you.

  Details

  Date posted

  08 May 2025

  Pay scheme

  Other

  Salary

  £12.42 an hour

  Contract

  Permanent

  Working pattern

  Part-time

  Reference number

  A1739-25-0013

  Job locations

  Highlands Health Centre

  Fore Street

  Ivybridge

  Devon

  PL219AE

  
  

  Job description

  Job responsibilities

  Key Responsibilities:

  Correspondence:

  . To provide an efficient audio, copy typing and word processing service for GPs and HealthProfessionals as required. This includes the typing of letters, reports, patient referrals, minutes,memorandums, etc. in an accurate and quality manner.

  . Assess the urgency of incoming and outgoing correspondence (consulting where appropriate)and act accordingly.

  . Co-ordinate and despatch outgoing correspondence (internal mail, external mail and faxes)

  . Ensure that outgoing external mail is posted to catch the last collection on each working day.

  This also entails ensuring the correct postage is applied and that special action (such as recordeddelivery) is taken when necessary.

  . To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

  . To be responsible for your own continuing self-development, undertaking training asappropriate.

  . To undertake other duties appropriate to the grading of the post as required.

  . Must be able to work flexible hours.

  Referrals:

  . Send all referrals via Choose & Book or as appropriate.

  . Monitor choose and book referrals, co-ordinating rejected referrals and maintaining data on referrals sent.

  . Maintain up-to date data on referrals sent, logging/ coding referrals as appropriate.

  . Amend patient address/details when necessary

  . Contact patients regarding any missing information, arranging practice appointments when

  necessary.

  . Provide support for practice delivered services, typing and sending any onward referrals

  including IPT (Inter-Provider Transfers).

  Non-NHS Business:

  . Responsible for all requests for non-NHS medical reports from GPs and copies of medical recordsand to record details of payments received.

  . Photocopy medical records and reports to satisfy reasonable requests from externalorganisations.

  . To retrieve medical records and assist the completion of medical/insurance records.

  . Maintain accurate records of invoices raised for non-NHS work and update payments received.

  . Non-NHS arrange appointments for PTs to view notes and medical reports prior to dispatch.

  . Monitor over-due payments and liaise with Finance Assistant to ensure appropriate steps aretaken to recover fees.

  . Liaise with the external compliers of private medical attendance reports.

  External Liaison

  . Liaise with patients and external organisations as necessary.

  . Act as the first point of contact for GP and hospital queries.

  Miscellaneous

  . Undertake other administrative tasks as required. Secretaries will be responsible for theincoming and outgoing mail within their area of responsibility.

  . Minute taking for meetings as requested.

  . Amend patient address/details when necessary

  . Non-NHS arrange appointments for Patients to view notes and medical reports prior to dispatch.

  . To provide cover for other members of the secretarial team during periods of sickness andannual leave, this may require cross-cover working at another site.

  . In liaison with the clerk responsible, maintain adequate supplies of office stationery in order toperform your secretarial duties.

  To assist in the training of any secretarial staff

  Provide administrative support for any in-house services

  Personal/Professional Development

  The postholder will participate in any training programme implemented by the practice as part ofthis employment, such training to include:

  Participation in an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development.

  Taking responsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work.

  Health and Safety

  The postholder will assist in promoting and maintaining their own and others health, safety andsecurity as defined in the practice health & safety policy, the practice health & safety manual andthe practice infection control policy and published procedures.

  Ensure all members of staff comply with the Groups health and safety policy.

  Carry out risk assessments to comply with current Health and Safety legislation.

  Ensure any health and safety concerns are reported to the Operations Manager

  To be aware of and adhere to applicable practice rules, regulations, legislation andprocedures, national legislation (Health and Safety, COSHH, Data Protection).

  Equality and Diversity

  The post-holder will support the equality, diversity and rights of patients, carers and colleagues.

  Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation.

  Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner that is welcoming, non-judgemental and respects the individualscircumstances, feelings, priorities and rights.

  The details contained in this job description are not exhaustive and may change as the postdevelops.

  Governance:

  . Identify and record risks and issues, developing contingency plans with service and contractleads.

  Ensure the PCN is compliant with health and safety policies and procedures to reflect currentbest practice.

  Ensure that the PCN board and Clinical director adhere to the governance structure as set out inthe network agreement

  Confidentiality:

  . The post holder must maintain confidentiality, security and integrity of information relating topatients, staff and the business.

  . In the performance of the duties outlined in this job description, the post holder may have accessto confidential information relating to patients and their carers, practice staff and otherhealthcare workers. They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to be regarded as strictlyconfidential.

  . To maintain confidentiality of information acquired in the course of undertaking duties for thepractice.

  Job description

  Job responsibilities

  Key Responsibilities:

  Correspondence:

  . To provide an efficient audio, copy typing and word processing service for GPs and HealthProfessionals as required. This includes the typing of letters, reports, patient referrals, minutes,memorandums, etc. in an accurate and quality manner.

  . Assess the urgency of incoming and outgoing correspondence (consulting where appropriate)and act accordingly.

  . Co-ordinate and despatch outgoing correspondence (internal mail, external mail and faxes)

  . Ensure that outgoing external mail is posted to catch the last collection on each working day.

  This also entails ensuring the correct postage is applied and that special action (such as recordeddelivery) is taken when necessary.

  . To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

  . To be responsible for your own continuing self-development, undertaking training asappropriate.

  . To undertake other duties appropriate to the grading of the post as required.

  . Must be able to work flexible hours.

  Referrals:

  . Send all referrals via Choose & Book or as appropriate.

  . Monitor choose and book referrals, co-ordinating rejected referrals and maintaining data on referrals sent.

  . Maintain up-to date data on referrals sent, logging/ coding referrals as appropriate.

  . Amend patient address/details when necessary

  . Contact patients regarding any missing information, arranging practice appointments when

  necessary.

  . Provide support for practice delivered services, typing and sending any onward referrals

  including IPT (Inter-Provider Transfers).

  Non-NHS Business:

  . Responsible for all requests for non-NHS medical reports from GPs and copies of medical recordsand to record details of payments received.

  . Photocopy medical records and reports to satisfy reasonable requests from externalorganisations.

  . To retrieve medical records and assist the completion of medical/insurance records.

  . Maintain accurate records of invoices raised for non-NHS work and update payments received.

  . Non-NHS arrange appointments for PTs to view notes and medical reports prior to dispatch.

  . Monitor over-due payments and liaise with Finance Assistant to ensure appropriate steps aretaken to recover fees.

  . Liaise with the external compliers of private medical attendance reports.

  External Liaison

  . Liaise with patients and external organisations as necessary.

  . Act as the first point of contact for GP and hospital queries.

  Miscellaneous

  . Undertake other administrative tasks as required. Secretaries will be responsible for theincoming and outgoing mail within their area of responsibility.

  . Minute taking for meetings as requested.

  . Amend patient address/details when necessary

  . Non-NHS arrange appointments for Patients to view notes and medical reports prior to dispatch.

  . To provide cover for other members of the secretarial team during periods of sickness andannual leave, this may require cross-cover working at another site.

  . In liaison with the clerk responsible, maintain adequate supplies of office stationery in order toperform your secretarial duties.

  To assist in the training of any secretarial staff

  Provide administrative support for any in-house services

  Personal/Professional Development

  The postholder will participate in any training programme implemented by the practice as part ofthis employment, such training to include:

  Participation in an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development.

  Taking responsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work.

  Health and Safety

  The postholder will assist in promoting and maintaining their own and others health, safety andsecurity as defined in the practice health & safety policy, the practice health & safety manual andthe practice infection control policy and published procedures.

  Ensure all members of staff comply with the Groups health and safety policy.

  Carry out risk assessments to comply with current Health and Safety legislation.

  Ensure any health and safety concerns are reported to the Operations Manager

  To be aware of and adhere to applicable practice rules, regulations, legislation andprocedures, national legislation (Health and Safety, COSHH, Data Protection).

  Equality and Diversity

  The post-holder will support the equality, diversity and rights of patients, carers and colleagues.

  Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation.

  Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner that is welcoming, non-judgemental and respects the individualscircumstances, feelings, priorities and rights.

  The details contained in this job description are not exhaustive and may change as the postdevelops.

  Governance:

  . Identify and record risks and issues, developing contingency plans with service and contractleads.

  Ensure the PCN is compliant with health and safety policies and procedures to reflect currentbest practice.

  Ensure that the PCN board and Clinical director adhere to the governance structure as set out inthe network agreement

  Confidentiality:

  . The post holder must maintain confidentiality, security and integrity of information relating topatients, staff and the business.

  . In the performance of the duties outlined in this job description, the post holder may have accessto confidential information relating to patients and their carers, practice staff and otherhealthcare workers. They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to be regarded as strictlyconfidential.

  . To maintain confidentiality of information acquired in the course of undertaking duties for thepractice.

  Person Specification

  Qualifications

  Essential

  • Level 2 in administration or equivalent.
  • Minimum 60 wpm audio typing skills or substantial experience in a similar role will be considered

  Desirable

  • NVQ level 3 in administration or equivalent experience, or RSA level lll. Proficient and accurate audio typing skills

  The Groups Values

  Essential

  • The candidate must demonstrate an understanding of our values.

  Experience

  Essential

  • 2 years Secretarial experience preferably in a medical environment
  • . Understanding of locally commissioned services
  • . Demonstrate understanding of key functions of a secretarial role
  • . Experience of working in busy environment
  • . Knowledge of medical terminology and medical read coding
  • Excellent user of Microsoft Office and general I.T. skills
  • . Demonstrate an understanding of customer/ patient care/ ability to work with sensitive and confidential information.

  Desirable

  • Knowledge of Data Protection Act and the Access to Medical Records Act
  • . Previous experience of working in a pressured environment
  • . Clinical system one experience
  • . Experience of IGPR
  • . Understanding of Choose & Book referrals processes

  Skills

  Essential

  • Ability to work as part of a team
  • . Self-motivated with the ability to use your own initiative
  • . Ability to manage change
  • . Minute/Note taking skills
  • . Ability & skills to produce accurately typed correspondence from audio
  • . Communication and organisational skills with the ability to prioritise
  • . Proven interpersonal

  Person Specification

  Qualifications

  Essential

  • Level 2 in administration or equivalent.
  • Minimum 60 wpm audio typing skills or substantial experience in a similar role will be considered

  Desirable

  • NVQ level 3 in administration or equivalent experience, or RSA level lll. Proficient and accurate audio typing skills

  The Groups Values

  Essential

  • The candidate must demonstrate an understanding of our values.

  Experience

  Essential

  • 2 years Secretarial experience preferably in a medical environment
  • . Understanding of locally commissioned services
  • . Demonstrate understanding of key functions of a secretarial role
  • . Experience of working in busy environment
  • . Knowledge of medical terminology and medical read coding
  • Excellent user of Microsoft Office and general I.T. skills
  • . Demonstrate an understanding of customer/ patient care/ ability to work with sensitive and confidential information.

  Desirable

  • Knowledge of Data Protection Act and the Access to Medical Records Act
  • . Previous experience of working in a pressured environment
  • . Clinical system one experience
  • . Experience of IGPR
  • . Understanding of Choose & Book referrals processes

  Skills

  Essential

  • Ability to work as part of a team
  • . Self-motivated with the ability to use your own initiative
  • . Ability to manage change
  • . Minute/Note taking skills
  • . Ability & skills to produce accurately typed correspondence from audio
  • . Communication and organisational skills with the ability to prioritise
  • . Proven interpersonal

  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

  Beacon Medical Group

  Address

  Highlands Health Centre

  Fore Street

  Ivybridge

  Devon

  PL219AE

  
  

  Employer's website

  https://www.beaconmedicalgroup.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Beacon Medical Group

  Address

  Highlands Health Centre

  Fore Street

  Ivybridge

  Devon

  PL219AE

  
  

  Employer's website

  https://www.beaconmedicalgroup.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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