Lead Medical Secretary

Job description

Job responsibilities

JOB SUMMARY

To lead on and supervise all secretarial support to clinicians including the management of referrals and typing of letters to secondary care, outside organisations and patients across designated surgery site(s).

Ensure efficient communication between clinicians, multidisciplinary teams, patients, senior team members and all necessary internal and external contacts to achieve an excellent and seamless patient pathway. The post holder will require a high level of competence and confidence with a strict adherence to patient confidentiality in line with agreed procedures and protocols.

This particular post is based at Hanham and Oldland Common surgeries but liaison with our team at Almondsbury surgery will also be required.

• Staff leadership including rota planning, recruitment, training, coaching and appraisals and experience of supervising a team, ideally withing the NHS / GP practice.
• Demonstrable problem-solving and flexibility, especially in dealing with unforeseen circumstances.
• Experience of working within a busy environment, prioritising varied enquiries and administrative tasks for self and team.
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and general confidence with IT software. Knowledge of the BNSSG referral pathways system is also beneficial.
• Awareness of policies and procedures regarding Data Security and Information Governance and ensuring adherence to these.
• Knowledge of medical terminology.

You will work closely with the Customer Service Manager in all the following areas:

• Promote and support a customer-focused culture.
• To supervise the secretarial team and all associated secretarial tasks assuring high levels of productivity and quality.
• Recruitment, induction and training of all new staff to agreed standards, ongoing coaching and training and providing support and appraisal for each team member.
• Continually assess and evaluate systems recommending changes and improvements using software solutions as appropriate Assist with production and upkeep of practice documentation and operating procedures.
• To provide an efficient audio, typing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and timely manner.
• To assist clinicians and other department staff members with any clerical and administrative duties.
• Handle patient /external organisation enquires both via the telephone and electronically.
• Ensure adequate staffing levels, approving annual leave and other leave and organising rotas in line with agreed policy.
• Manage department sickness absence in line with agreed policy.
• To attend and arrange both team and inter department meetings. Liaising with other team members where appropriate and producing minutes when needed.
• To attend BNSSG Secretarial meetings (held locally) and ensure team members are briefed accordingly.
• Assist in the resolution of any conflicts within the Reception area, resolving informal patient complaints locally and assisting in the investigation of and response to formal patient complaints as required.
• Where required, leading or taking part in disciplinary proceedings.
• Assist the practice team in campaign planning and delivery (for example annual flu vaccinations).
• Liaising with other team leaders to ensure cross department efficiency.
• Assist with the gathering of relevant statistics and use data to improve processes.
• Assisting with routine IT support within the team.
• Work collaboratively with the Management Team and deputise for the Customer Service manager as may be required
• The above list of duties is not exhaustive and may be subject to change as deemed necessary.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Essential

• Knowledge of Microsoft Office and confidence with IT software
• Audio typing
• Knowledge and understanding of team leadership - Line management experience.
• Experience of working in a healthcare setting and knowledge of BNSSG referral pathways.
• Experience of working with the general public / Customer service skills.

Skills

Essential

• Excellent communication skills both written and oral.
• Polite telephone manner.
• Effective time management.
• Ability to follow policy and procedure.
• Ability to work as a team member.
• Ability to use own initiative.

Desirable

• Previous experience of Emis clinical system.

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

Hanham Health

Address

33 Whittucks Road

Hanham

Bristol

BS15 3HY

Employer's website

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