• Job Description

  Req#: A1411-25-0001?language=en&page=362&sort=publicationDateDesc

  Job summary

  * EXPERIENCE IS REQUIRED *

  * START ASAP *

  We are looking for a 25-30 hours per week secretary to join our team in Chiswick, West London.

  Start time can be set to a fixed time between 9am and 10am.

  Daily hours to be worked in the office (5-6 hours per day) Monday to Friday.

  Main duties of the job

  GP practice/hospital admin experience essential. Previous experience of the role or similar is preferable.

  To be responsible for undertaking a wide range of administrative duties and support to the practice team. Duties can include but are not limited to: using the electronic referral service (ERS) for the sending and management of all referrals, dealing with practice emails, the processing of information (electronic and hard copy) in a timely manner, liaising with clinicians and external agencies such as secondary care and community service providers.

  About us

  At West4GPs we are a team of doctors and staff who work together well and strive to deliver excellent patient care at all times.

  We have a practice list size of approx 9,000 patients. We are a team of 6 GPs, 2 practice nurses, 3 Health Care assistants and 15 support staff.

  All our employees are hardworking and we all strive to deliver excellent patient care on a daily basis.

  As a valued staff member you will be enrolled on the NHS pension scheme and benefit from the practice non sick benefit scheme.

  Details

  Date posted

  02 June 2025

  Pay scheme

  Other

  Salary

  £12.21 an hour With potential to increase slightly if well experienced in role

  Contract

  Permanent

  Working pattern

  Full-time, Part-time

  Reference number

  A1411-25-0001

  Job locations

  Chiswick Health Centre

  Fishers Lane

  London

  W4 1RX

  
  

  Job description

  Job responsibilities

  Job Title: Secretary/Administrator

  Responsible to: Practice Manager

  Accountable to: Practice Manager

  Hours: 25-30 Hours per week

  Job Summary:

  To provide secretarial support to the doctors, health care professionals and management team and the full management of all referrals in the practice.

  Specific Tasks:

  To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the practice team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with clinicians and external agencies such as secondary care and community service providers, and using the electronic referral service (ERS) for the sending and management of all referrals.

  Referrals

  • Process referrals using the electronic referral system (ERS) and SystmOne.
  • Monitor referrals, co-ordinating rejected referrals and maintaining data on referrals sent.
  • To provide an efficient audio/copy typing and word processing service as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
  • Maintain up-to date data on referrals sent, logging/coding referrals as appropriate.
  • Updating the CtheSigns software for all two week wait referrals.
  • Sending community referrals for blood work and tests when needed.
  • Scanning of patient related correspondence in to the patient record and attaching to documents and referrals when required.
  • Liaising with external agencies, hospitals and community services when required or chasing of information and/or referrals.
  • Input data into the patients records as necessary such as results and readings.
  • Manage all enquires in an effective manner.

  Emails

  • Monitor the practice mailbox throughout the day processing all incoming and outgoing mail.
  • Answer patient queries and directing appropriately.
  • Processing electronic documents received via email on to SystmOne.

  General

  • Manage all administrative queries as necessary.
  • Answer any incoming phone calls, transferring or dealing with the callers request appropriately.
  • Contact patients regarding any missing information, arranging practice appointments when necessary.
  • Maintain a clean, tidy, effective working area at all times
  • General duties as required.

  Job description

  Job responsibilities

  Job Title: Secretary/Administrator

  Responsible to: Practice Manager

  Accountable to: Practice Manager

  Hours: 25-30 Hours per week

  Job Summary:

  To provide secretarial support to the doctors, health care professionals and management team and the full management of all referrals in the practice.

  Specific Tasks:

  To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the practice team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with clinicians and external agencies such as secondary care and community service providers, and using the electronic referral service (ERS) for the sending and management of all referrals.

  Referrals

  • Process referrals using the electronic referral system (ERS) and SystmOne.
  • Monitor referrals, co-ordinating rejected referrals and maintaining data on referrals sent.
  • To provide an efficient audio/copy typing and word processing service as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
  • Maintain up-to date data on referrals sent, logging/coding referrals as appropriate.
  • Updating the CtheSigns software for all two week wait referrals.
  • Sending community referrals for blood work and tests when needed.
  • Scanning of patient related correspondence in to the patient record and attaching to documents and referrals when required.
  • Liaising with external agencies, hospitals and community services when required or chasing of information and/or referrals.
  • Input data into the patients records as necessary such as results and readings.
  • Manage all enquires in an effective manner.

  Emails

  • Monitor the practice mailbox throughout the day processing all incoming and outgoing mail.
  • Answer patient queries and directing appropriately.
  • Processing electronic documents received via email on to SystmOne.

  General

  • Manage all administrative queries as necessary.
  • Answer any incoming phone calls, transferring or dealing with the callers request appropriately.
  • Contact patients regarding any missing information, arranging practice appointments when necessary.
  • Maintain a clean, tidy, effective working area at all times
  • General duties as required.

  Person Specification

  Language & Understanding

  Essential

  • Must be fluent in English (written and verbal).
  • Be able to communicate correctly and professionally in written English language.

  Qualifications

  Essential

  • Good general education; GCSEs or equivalent. Standard grade or equivalent in English and Maths.
  • English speaker. If English is not the first language, candidate must have a high level/understanding of English both written and verbal.

  Desirable

  • NVQ level 3 in administration or RSA level III.

  Experience

  Essential

  • Experience within a medical admin setting, be it general practice or in a hospital. Understanding of medical terminology
  • Use of medical systems such as SystemOne or EMIS.
  • Proficient use of the telephone when dealing with patient for when necessary.
  • It is essential to have good spoken and written English for this role to be carried out to the high standard expected.
  • Excellent user of IT systems.
  • Demonstrate an understanding of customer/patient care/ability to work with sensitive and confidential information. Knowledge of General Data Protection Regulation (GDPR) and the Access to Medical Records Act Previous experience of working in a pressured environment.

  Desirable

  • Enough understanding of medical terminology and coding. Able to use IT systems and Emails. Previous work in using ERS/choose and book.

  Personal Attributes

  Essential

  • Efficient and able to multi-task. Ability to recognise and adhere to need for strict confidentiality.
  • Helpful, friendly, reliable and flexible. Ability to work within clear guidelines but also to use own judgment and initiative. Ability to remain calm under pressure.

  Skills and Knowledge

  Essential

  • Ability to work as part of a team.
  • Flexible in approach and work. Well-developed interpersonal and communication skills.
  • Use of IT systems and ERS.
  • Able to take down accurate information.

  Person Specification

  Language & Understanding

  Essential

  • Must be fluent in English (written and verbal).
  • Be able to communicate correctly and professionally in written English language.

  Qualifications

  Essential

  • Good general education; GCSEs or equivalent. Standard grade or equivalent in English and Maths.
  • English speaker. If English is not the first language, candidate must have a high level/understanding of English both written and verbal.

  Desirable

  • NVQ level 3 in administration or RSA level III.

  Experience

  Essential

  • Experience within a medical admin setting, be it general practice or in a hospital. Understanding of medical terminology
  • Use of medical systems such as SystemOne or EMIS.
  • Proficient use of the telephone when dealing with patient for when necessary.
  • It is essential to have good spoken and written English for this role to be carried out to the high standard expected.
  • Excellent user of IT systems.
  • Demonstrate an understanding of customer/patient care/ability to work with sensitive and confidential information. Knowledge of General Data Protection Regulation (GDPR) and the Access to Medical Records Act Previous experience of working in a pressured environment.

  Desirable

  • Enough understanding of medical terminology and coding. Able to use IT systems and Emails. Previous work in using ERS/choose and book.

  Personal Attributes

  Essential

  • Efficient and able to multi-task. Ability to recognise and adhere to need for strict confidentiality.
  • Helpful, friendly, reliable and flexible. Ability to work within clear guidelines but also to use own judgment and initiative. Ability to remain calm under pressure.

  Skills and Knowledge

  Essential

  • Ability to work as part of a team.
  • Flexible in approach and work. Well-developed interpersonal and communication skills.
  • Use of IT systems and ERS.
  • Able to take down accurate information.

  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

  WEST4 GPS

  Address

  Chiswick Health Centre

  Fishers Lane

  London

  W4 1RX

  
  

  Employer's website

  https://west4gps.co.uk (Opens in a new tab)

  Employer details

  Employer name

  WEST4 GPS

  Address

  Chiswick Health Centre

  Fishers Lane

  London

  W4 1RX

  
  

  Employer's website

  https://west4gps.co.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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