Secretary

St James Medical Practice

Information:

This job is now closed

Job summary

Due to rapid practice growth, St James Medical Practice is seeking new Secretary to join our multidisciplinary team. The role will incorporate the duties of a Medical Secretary and those of Non NHS Secretary along with our current Secretary and Non NHS Administrator.

Main duties of the job

The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage all enquires in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming faxes

f. Process calling letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

h. Input data into the patients healthcare records as necessary

i. Process referrals using the electronic referral system (ERS)

j. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

k. Read code data on Emis Web

l. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Manage all administrative queries as necessary

n. Carry out system searches as requested

o. Maintain a clean, tidy, effective working area at all times

p. Support all clinical staff with general administrative tasks as requested

About us

We are a dynamic inner London Practice who embraces innovation. We currently have 17,000 patients and will be moving to a new purpose built surgery in May 2023. We have operated a total triage approach since the Pandemic and have a low number of home visits.

We currently have 2 Partners, 5 salaried GPs, 5 Long Term Locums, 2 Physician associates, 3 Pharmacists, 1 Paramedic, 2 Nurses and 1 HCA all working collaboratively. Appointment lengths are flexible dependent on patient need, a cap is applied to ensure a safe number of patients are offered care on a daily basis.

We recognise the value of working alongside patients and professionals and value a good work life balance, whilst striving to deliver excellent care to our local population.

Date posted

15 May 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A0934-24-0001

Job locations

47 St James Street

Walthamstow

London

E17 7NH


Job description

Job responsibilities

In addition to the primary responsibilities, the medical secretary may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

Job description

Job responsibilities

In addition to the primary responsibilities, the medical secretary may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

Person Specification

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties
  • Experience of working in a health care setting as a medical secretary although this is not imperative as training will be given

Desirable

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • EMIS user skills desirable
  • Effective time management (Planning & Organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving & analytical skills
  • Ability to follow policy and procedure

Personal Qualities

Essential

  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure
  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check

Qualifications

Essential

  • GCSE grade A to C in English and Maths

Desirable

  • Qualified to NVQ level 2 in Health and Social Care
  • Qualified to NVQ Level 3
Person Specification

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties
  • Experience of working in a health care setting as a medical secretary although this is not imperative as training will be given

Desirable

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • EMIS user skills desirable
  • Effective time management (Planning & Organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving & analytical skills
  • Ability to follow policy and procedure

Personal Qualities

Essential

  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure
  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check

Qualifications

Essential

  • GCSE grade A to C in English and Maths

Desirable

  • Qualified to NVQ level 2 in Health and Social Care
  • Qualified to NVQ Level 3

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

St James Medical Practice

Address

47 St James Street

Walthamstow

London

E17 7NH


Employer's website

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

Employer details

Employer name

St James Medical Practice

Address

47 St James Street

Walthamstow

London

E17 7NH


Employer's website

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

For questions about the job, contact:

Clinical Operations Manager

Wardah Ahson

w.ahson@nhs.net

02032330870

Date posted

15 May 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A0934-24-0001

Job locations

47 St James Street

Walthamstow

London

E17 7NH


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