Main duties of the job

To be responsible for undertaking a wide range of administrative duties which include booking appointments, ensuring all information is managed correctly, filed and followed up accordingly. To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the Key Team, liaising with multidisciplinary team members, other health professionals and staff with the practice.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Working for our organisation

If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales . Join our team and get the support you need, in line with our Organisational Values and Proud to Lead competence framework.

Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the Disability Confident Employer scheme.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Detailed job description and main responsibilities

  • Day to day direction of duties from Key Team Co-ordinator
  • Answer incoming phone calls from patients and other healthcare professionals. Divert them as appropriate, and/or take and pass on messages
  • Deal with administrative queries and requests from patients and act as liaison with the clinicians and Key Team Co-ordinators as necessary
  • Make/cancel/rearrange appointments via the clinical system
  • Support and assist clinicians and Key Team Co-ordinators as required
  • Arrange interpreters as necessary
  • Ensure up to date patient information is recorded
  • Keep tidy workspace and office area
  • To support the Key Team Co-ordinator in all aspects of the operational delivery of patient care
  • Clerical Duties

  • Ensure scripts produced by Key Team members are filed accurately
  • Deal with GP links including the amendment and deduction of patient records
  • Monitor incoming electronic test results to ensure prompt review by clinicians in line with service protocols
  • Send correspondence of new and temporary registrations, relevant patient information e.g. smoking status, BP, ethnicity, medication from hospital letters
  • Scan all patient information in computerised record i.e. medical documents, hospital reports and letters as necessary
  • Retrieve paper notes from storage unit as requested
  • Photocopy documents as required
  • Deal with referrals to primary and secondary care
  • Action tasks set by Key Team members via the clinical systems and email
  • Open, stamp and distribute practice post as instructed
  • Data Duties

  • Support the management of IT systems for the Key Team
  • Reviewing medical records of new patients, inputting and summarising medical history into the practice patient information system
  • Read coding medical data into clinical system and computerised medical record of patient
  • Set up and run clinical searches
  • Interrogate data for audit purposes
  • Support the Key Team Co-ordinator in specific audit projects
  • Maintain the appointment system and set up templates in order to do so
  • To provide and maintain information required for public health targets. This will include data checking and liaising with the Key Team members to improve performance
  • Monitoring, auditing and upkeep of all QOF domains and indicators for KeyTeam to ensure good patient care
  • Take part in practice performance related to recalls for patients. This will include maintaining an up to date register and working on improvement
  • Support the Key Team Co-ordinators to produce comprehensive and accessible reports
  • General Duties

  • Be involved generally in the maintenance and encouraging of adequate security measures e.g. locking doors, setting security alarms where relevant
  • Leave office tidy at the end of each day
  • Maintain the Health and Safety of all staff, patients and visitors
  • Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity with the agreement of Head of Service
  • Comply and familiarise yourself with the Practices policies and procedures
  • Carry out any other duties as reasonably requested by the Key Team members
  • Be involved in the management of Key Team email accounts
  • Support the Key Team Co-ordinator in the co-ordination of Key Team meetings including arrangements, minutes and relevant papers
  • You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac

    Person specification


    Essential criteria

  • Good standard of education in English and Maths
  • Previous Clerical experience
  • Desirable criteria

  • ECDL
  • NVQ or Equivalent
  • Experience

    Essential criteria

  • Previous Office Experience
  • Desirable criteria

  • Working within Primary Care
  • Skills

    Essential criteria

  • Able to use electronic information systems/basic computer packages
  • Desirable criteria

  • Able to use Emis Clinical Software Package
  • To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa , unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK . If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

    Employer certification / accreditation badges

    Applicant requirements

    Welsh language skills are desirable

    Welsh language skills are desirable

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