Job responsibilities
Burton
Latimer Medical Centre
JOB
DESCRIPTION
JOB TITLE: PRACTICE SECRETARY
REPORTS TO: PRACTICE MANAGER
HOURS: 37.5 Hours Per Week - Will consider Part Time Hours
Job Summary:
To be responsible for
undertaking a wide range of secretarial and administrative duties and the provision
of administrative support to the multidisciplinary team.
Duties can include, but
are not limited to, the processing of information (electronic and hard copy) in
a timely manner, liaising with multidisciplinary team members and external
agencies such as secondary care and community service providers in accordance
with current policies, including the use of the electronic referral service
(ERS).
Job Responsibilities:
- To type letters,
reports and associated documentation for clinicians in an accurate and
timely manner.
- To process
referrals using the electronic referral system (ERS).
- To assist the
Practice Manager with all clerical and administrative duties.
- To make
appointments, bookings and admissions as required.
- To establish and
maintain filing and administrative systems so that written or computer
information is easily accessible and secure.
- To produce
meeting agendas and record minutes of meetings.
- File patient
records and correspondence in patient medical records.
- 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 record
patient information onto the clinic system in an accurate and secure
manner.
- To assist with
the gathering of statistics and information when required.
- To answer
patient telephone enquiries
- To receive and
dispatch mail and maintain a pending system.
- Embrace and
utilise new systems and methods to increase the efficiency of the
practice.
Confidentiality:
- The organisation is committed to
maintaining an outstanding confidential service. Patients entrust and
permit us to collect and retain sensitive information relating to their
health and other matters pertaining to their care. They do so in confidence
and have a right to expect all staff will respect their privacy and
maintain confidentiality.
- CONFIDENTIALITY IS ESSENTIAL AT
ALL TIMES AND ANY BREACH OF CONFIDENTIALITY WILL RESULT IN INSTANT
DISMISSAL.
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.
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 to and of the individual, is non-judgmental 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
- 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 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.
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.