PA / Medical Secretary

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: MEDICAL SECRETARY & PA

REPORTS TO: DEPUTY PRACTICE MANAGER

HOURS: HOURS PER WEEK AS PER CONTRACT

Job Summary

The post-holder will be responsible for secretarial duties, typing and PA responsibilities.

Main Responsibilities:

Medical Secretary

Typing all urgent requests received from clinicians.

Typing dictation entered onto Lexacom.

Setting up 2WW and booking appointments.

Knowledge of eRS booking system.

General written correspondence to patients and insurance companies.

Liaising with patients, Consultants and their secretaries and private hospitals.

If needed, general typing for the surgery.

PA Tasks

General office administrative tasks including scheduling of meetings, agendas, occasional minute taking and rotas.

Carry out adhoc administrative duties commensurate with the grade and responsibilities of the position.

Undertake any additional tasks appropriate to the post as requested by the Partners, or Practice Managers.

Ability to work under pressure and to time constraints

Ability to use own initiative

Supplementary Information

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers to the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

All staff are required to maintain complete confidentiality as a condition of employment. Any breach of this requirement will lead to disciplinary action.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy to include:-

Using personal security systems within the workplace according to Practice guidelines.

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge and skills.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

Reporting potential risks identified.

All staff must be aware of the responsibilities placed on them under the Health & Safety at Work Act and 1992 EC Directive on Working with Visual Display Screen Equipment.

Equality and Diversity:

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

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming and non-judgmental to an individual and respects their circumstances, feelings, priorities and rights.

Quality:

The post-holder will strive to maintain quality within the Practice and will:-

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for own actions, either directly or under supervision.

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.

Work effectively with individuals in other agencies to meet patients needs.

Effectively manage own time, work and resources.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:-

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

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

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:-

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Person Specification

Experience

Essential

• Key Skills for a PA:
• Excellent communication
• Organisational
• Multi-tasking
• Problem solving
• Discretion & confidentiality
• IT skills
• Initiative
• Key Skills for Medical Secretary:
• Computer literate
• Good level of grammar
• Proficient in Microsoft Office programmes

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

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

Houghton Close Surgery

Address

1 Houghton Close

Ampthill

Bedford

MK45 2TG

Employer's website

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