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 protected, tidy, and welcoming work environment
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 (Western Australia)
🏢 NHS Jobs
📍 Western Australia