Patient Services

- Point of contact for patients, both in person and via telephone
- Acknowledge patients courteously and ensure they are directed appropriately
- Handle patient enquiries sensitively, efficiently and appropriately, escalating where needed
- Remind patients to book appointments for additional tests required for onward referrals
- Taking payments, providing receipts and documenting payments for private work requests from patients and external organisations

Administrative Secretary Team Duties

- Scan/import, process, and action incoming correspondences
- Read code and update patient records accurately and appropriately in line with practice processes
- Monitor and action emails received in shared inboxes
- Monitor and action patient responses sent via SMS
- Process onward routine and 2WW referrals via eRS, email and letter
- Process A&G;, prior approval and expedite requests
- Conduct audits
- Compile meeting paperwork
- Action, update and/or compete tasks received via SystmOne
- Process SARs and iGPR requests from patients and external organisations
- Process patient and external organisation non-NHS work requests
- Conduct Online Access/Proxy Access record review
- Registration and deduction administrative tasks




- Initiate and follow death protocol when notified of a patient death

Telephone and Communication

- Answer incoming calls promptly and professionally
- Advise and signpost patient appropriately
- Have working knowledge of the telephone system
- Liaise and communicate with patients, other staff and teams, other healthcare services and other external services clearly and effectively
- Transferring calls to appropriate staff or teams

Practice Support

- Support clinical and non-clinical staff with general office duties as required
- Work flexibly across both practice sites to meet service needs
- Support the practice teams during busy periods, including sickness or annual leave cover of work
- Assist in maintaining a safe, tidy, and welcoming work workplace
- Any other tasks/duties allocated by managers

Confidentiality and Compliance

- Ensure patient data is recorded and maintained in accordance with GDPR and confidentiality requirements. Always maintaining strict confidentiality of patient information
- Adhere to practice policies, procedures, and NHS guidelines
- Participate in mandatory training and practice meetings

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📌 Administrative Secretary (Northampton)
🏢 NHS Jobs
📍 Northampton