Job summary
We are seeking a Medical Secretary (options for full or part time) who is motivated and has good communication skills, to work as part of our busy and friendly secretarial team.
Main duties of the job
The successful candidate will provide general
secretarial support to the practice manager, doctors and health professionals,
involving word processing and audio typing skills with general clerical work.
You will be expected to provide an efficient audio, copy typing and word processing
service for GPs and health professionals as required. This includes the typing
of letters, reports, patient referrals, minutes, emails and tasks etc. in an
accurate and quality manner.
In addition to this, all letters that come into the practice are processed by our secretarial team, this entails adding them to the patient records, coding them where required and sending them on to the relevant clinician/department.
About us
Whitby Group Practice is a personal Medical Services Practice,
located in Spring Vale Medical Centre in Whitby, North Yorkshire. It has a
current list size of 13,500 patients.
The Practice provides a service to residents of Whitby and the
surrounding villages. It has a branch surgery at Robin Hoods Bay,
approximately 5 miles from Whitby along the coast. Both surgeries are purpose
built, have a dispensary and ample parking. They are owned by the Partners.
The Practice is a large team which works together to deliver
high quality, accessible care within a supportive, friendly learning
environment. The GP Partners have personal patient lists, and most work
part-time work in a job-share team with other Partners.
We are a social team who have nights/days out throughout the year and regular staff lunches are bought into the practice.
Job description
Job responsibilities
To provide general secretarial support to the
practice manager, doctors and health professionals, involving word processing
and audio typing skills with general clerical work over two sites.
Job Responsibilities:
- To provide an efficient audio, copy typing and
word processing service for GPs and health professionals as required. This
includes the typing of letters, reports, patient referrals, minutes,
memorandums, etc. in an accurate and quality manner.
- To assist the practice manager with all
clerical and administrative duties when requested.
- To complete and maintain an efficient
electronic patient referrals service.
- To communicate with patients regarding
results and any other medical query.
- To attend meetings as required and take minutes for secretary meetings.
- To establish and maintain filing and
administrative systems so that written or computer information is easily
accessible and secure.
- To receive incoming and initiate outgoing
telephone calls in order to facilitate timely and appropriate
communications with others, taking messages and dealing with appropriate
queries.
- To maintain the computer clinic system in an
accurate and secure manner.
- To assist with the gathering of statistics
and information when required.
- To provide cover during periods of sickness
and annual leave.
- To assist the team in any other task in order to provide an
efficient service to patients.
- Early morning reception duties.
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 or 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
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, the practice Health &
Safety manual, and the practice Infection Control policy and published
procedures. This will 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
- Actively reporting of
health and safety hazards and infection hazards immediately when
recognised
- Keeping own work areas
and general / patient areas generally clean, assisting in the maintenance
of general standards of cleanliness consistent with the scope of the job
holders role
- Undertaking periodic
infection control training (minimum annually)
- Reporting potential
risks identified
- Demonstrate due regard
for safeguarding and promoting the welfare of children.
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 that is welcoming to and of the individual,
is non-judgemental and respects their circumstances, feelings priorities
and rights.
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
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, workload and resources
Communication:
The post-holder should recognize the importance of effective
communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication
and respond accordingly
Contribution to
the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards
and guidelines will affect own work
- Participate in audit where appropriate
Job description
Job responsibilities
To provide general secretarial support to the
practice manager, doctors and health professionals, involving word processing
and audio typing skills with general clerical work over two sites.
Job Responsibilities:
- To provide an efficient audio, copy typing and
word processing service for GPs and health professionals as required. This
includes the typing of letters, reports, patient referrals, minutes,
memorandums, etc. in an accurate and quality manner.
- To assist the practice manager with all
clerical and administrative duties when requested.
- To complete and maintain an efficient
electronic patient referrals service.
- To communicate with patients regarding
results and any other medical query.
- To attend meetings as required and take minutes for secretary meetings.
- To establish and maintain filing and
administrative systems so that written or computer information is easily
accessible and secure.
- To receive incoming and initiate outgoing
telephone calls in order to facilitate timely and appropriate
communications with others, taking messages and dealing with appropriate
queries.
- To maintain the computer clinic system in an
accurate and secure manner.
- To assist with the gathering of statistics
and information when required.
- To provide cover during periods of sickness
and annual leave.
- To assist the team in any other task in order to provide an
efficient service to patients.
- Early morning reception duties.
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 or 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
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, the practice Health &
Safety manual, and the practice Infection Control policy and published
procedures. This will 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
- Actively reporting of
health and safety hazards and infection hazards immediately when
recognised
- Keeping own work areas
and general / patient areas generally clean, assisting in the maintenance
of general standards of cleanliness consistent with the scope of the job
holders role
- Undertaking periodic
infection control training (minimum annually)
- Reporting potential
risks identified
- Demonstrate due regard
for safeguarding and promoting the welfare of children.
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 that is welcoming to and of the individual,
is non-judgemental and respects their circumstances, feelings priorities
and rights.
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
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, workload and resources
Communication:
The post-holder should recognize the importance of effective
communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication
and respond accordingly
Contribution to
the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards
and guidelines will affect own work
- Participate in audit where appropriate
Person Specification
Qualifications
Essential
- GCSE A* - E Maths and English (or equivalent)
- Basic computer experience
Desirable
- Typing qualification
- Audio Typing qualification
Experience
Essential
- Experience of working as a Medical Secretary
Desirable
- Experience of working within a healthcare setting
- Experience of working in a customer care role
- Experience or knowledge of primary care
Knowledge/Skills
Essential
- Ability to work with attention to detail and accuracy
- Can demonstrate a basic understanding of the needs of the patient and the role of the GP Surgery
Desirable
- Understands issues regarding accountability and delegation
Communication and Verbal Skills
Essential
- Excellent communication skills
- Excellent listening skills
Personal Qualities
Essential
- Upholds the values as defined in the NHS Constitution.
- Can demonstrate key behaviours consistent with the values identified for delivering compassionate care.
- Can demonstrate motivation, ability and commitment to working on own initiative or as part of a team.
- Reliable, resilient, flexible and responsive to change in accordance with the practice needs.
- Can demonstrate an ability to value the opinions of others.
- Willingness to undergo training/education for both practice and service needs.
Person Specification
Qualifications
Essential
- GCSE A* - E Maths and English (or equivalent)
- Basic computer experience
Desirable
- Typing qualification
- Audio Typing qualification
Experience
Essential
- Experience of working as a Medical Secretary
Desirable
- Experience of working within a healthcare setting
- Experience of working in a customer care role
- Experience or knowledge of primary care
Knowledge/Skills
Essential
- Ability to work with attention to detail and accuracy
- Can demonstrate a basic understanding of the needs of the patient and the role of the GP Surgery
Desirable
- Understands issues regarding accountability and delegation
Communication and Verbal Skills
Essential
- Excellent communication skills
- Excellent listening skills
Personal Qualities
Essential
- Upholds the values as defined in the NHS Constitution.
- Can demonstrate key behaviours consistent with the values identified for delivering compassionate care.
- Can demonstrate motivation, ability and commitment to working on own initiative or as part of a team.
- Reliable, resilient, flexible and responsive to change in accordance with the practice needs.
- Can demonstrate an ability to value the opinions of others.
- Willingness to undergo training/education for both practice and service needs.
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.
