Job summary
An exciting opportunity has arisen for an efficient, proactive, motivated and competent Medical Secretary. To cover MATERNITY leave. Part time 26.5 hours a week working Monday, Tuesday and Wednesday, to provide full administrative and secretarial support to the GP's and wider clinical team at Swallownest Health Centre. Working in a challenging and constantly changing environment, you will need to have excellent administrative, organisational, communication and interpersonal skills.
You will also need to possess the ability to multi task, pay close attention to detail and work on your own initiative as well as being a team player. You will need to be able to demonstrate the skills required to manage the workload in a proactive and effective manner and in accordance with agreed deadlines.
INTERVIEWS WILL TAKE PLACE ON FRIDAY 20th AUGUST 2021
PLEASE NOTE THIS POSITION MAY CLOSE EARLY DUE TO DEMAND
PREVIOUS APPLICANTS NEED NOT APPLY
Main duties of the job
Duties will include a full range of secretarial tasks. Proficiency with accurate touch typing, Microsoft packages, particularly Word, Excel and Outlook are essential. Additional training will be provided.
About us
Swallownest Health Centre is a large, friendly, enthusiastic and supportive training practice caring for around 16,500 patients located in Rotherham, covering the areas of Aston, Aughton, Swallownest, Ulley, Fence and Todwick.
We pride ourselves on being able to offer a safe and enjoyable environment to practice in and there is very rarely a day go by when we haven't had the opportunity to laugh with a colleague or patient!
With the changing face of General Practice and the increasing pressures, a good team, with a can do, forward thinking view, is essential, and we have it by the bucket load. We genuinely care about our patients, staff and colleagues and our ethos reflects this. Don't take our word for it, come and see for yourself to see if we may be what you need for a really rewarding career.
We use TPP SystmOne and are high QOF achievers. We were rated 'good' in all areas and outstanding for providing caring services and care of older people by CQC at our last inspection.
Job description
Job responsibilities
Main objective
To ensure that the practice delivers an efficient service to its patients, by providing a full and confidential, secretarial/administrative service to 13 GPs. This includes copy and audio typing and word processing to a high quality standard in respect of all types of documentation, utilising specific knowledge of medical terminology, hospital procedures, secondary care providers and outside agencies.
Main Duties and Responsibilities
- Ensure that nothing you do, or omit to do, puts the safety of yourself or others at risk or compromises a patients right to confidentiality; or the security of the premises an its contents at all times.
- To work flexibly to support the needs of the GPs and the services provided to our patients.
- To maintain a comprehensive service to GPs and the Health Centre in line with existing and changing protocols.
- To be responsible for the delivery of accurate referral letters and other correspondence using the Electronic Referral Service.
- Type/word process referral letters, reports and GPs correspondence as required from audio and manuscript.
- To acquire and develop new skills to ensure a constant review and updating of practices and procedures as required.
- To update and maintain standard operating procedures and train others as required.
- Prepare invoices for private medical services; reconciling non NHS income from patients and other organisations, in conjunction with the Practice Manager.
- Complete fee claims in conjunction with the Practice Manager following completion of medical information by GP for patients meeting criteria
- Ensure all confidential waste is shredded and disposed of so as not to compromise confidentiality.
- Undertake ordering of stock and non-stock items for staff within the team, including stationery and computer consumables. Ensuring value for money at all times.
- Manage the distribution of deliveries, checking/authorising delivery notes and liaising with suppliers.
- Keep the consulting rooms stocked with stationery.
- General secretarial duties including filing, reports, minute preparation, scanning etc.
- To act as a point of contact for GPs, patients, relatives and other external bodies.2
- Ensure that patients and other persons telephoning or calling in to the Health Centre are treated courteously, promptly, efficiently and professionally regardless of their age, race, sex or attitude.
- Deal with telephone enquiries from hospitals, patients, outside agencies and communicate messages accurately and professionally, taking action as necessary ensuring a full audit trail.
- Arrange urgent outpatient appointments and domiciliary visits.
- Arrange urgent referrals and keep records of all patients referred under 2 week wait rule.
- Arrange hospital transport for patients who fulfil the criteria.
- Arrange despatch of completed General Practitioner Reports, ensuring consent form has been received and arranging for patient to view the report if requested.
- Action requests for DS1500 forms.
- Attend staff meeting and training sessions as and when necessary.
- Attend and participate in PPG (Patient Participation Group) meetings bi-monthly if required, produce minutes and distribute to relevant attendees.
- Take notes and transcribe minutes of meetings and carry out any follow up action as required.
- Open and distribute incoming mail. Deal with outgoing mail.
- Maintain efficient office filing and information systems.
- Ensure accurate input of information to medical computer system and that all data input is read coded to make sure that clinical audit and research can be performed.
- Participate in the formulation of new systems and procedures and implement any such developments in order to maintain the most appropriate and effective medical secretarial/administrative support to the Practice.
- Awareness of current issues and to support personal development by attending relevant training sessions.
- Participate in Annual Staff Appraisal.
- Manage appropriate projects/tasks delegated by Practice Manager/GP with only broad procedural guidelines and without any direct supervision to ensure that an efficient quality outcome is provided.
- Undertake mandatory training required by the practice.
- Assist in the training and development of other staff.
- Comply with Health and Safety Policy and Procedure.
- Have an understanding and adhere to GDPR compliance.
- Assist in maintaining the practice website and social media platforms to enable effective communication.
- Assist in the production of the staff and patient newsletters
- Undertake any other duties within the general scope of the post and appropriate to the grading.
PERSONAL SPECIFICATION AND SKILLS
Essential
- Typing to RSA II or equivalent experience
- Ability to work as part of a team but use own initiative
- Good customer service skills
- Ability to communicate effectively
- Flexible
- Able to work in a changing environment
- Good organisational skills
- Able to work under pressure
- Pleasant and articulate
- Maintain confidentiality at all times
- Evidence of sound GCSE results (or equivalent)
- Patient and understanding
- Ability to follow instructions and procedures
- Work accurately and methodically
- Working with all types of people
- Be confident in using the phone
- Ability to recommend and contribute to new ideas for overall efficiencies of service
- Ability to prioritise
Desirable
- Experience of SystmOne clinical system
- Experience of Electronic Referral System (ERS)
- Experience of Primary Care
- Computer literate (Microsoft Office)
- Experience of dealing with patients/public
- Experience of dealing with people who may be angry or upset
Job description
Job responsibilities
Main objective
To ensure that the practice delivers an efficient service to its patients, by providing a full and confidential, secretarial/administrative service to 13 GPs. This includes copy and audio typing and word processing to a high quality standard in respect of all types of documentation, utilising specific knowledge of medical terminology, hospital procedures, secondary care providers and outside agencies.
Main Duties and Responsibilities
- Ensure that nothing you do, or omit to do, puts the safety of yourself or others at risk or compromises a patients right to confidentiality; or the security of the premises an its contents at all times.
- To work flexibly to support the needs of the GPs and the services provided to our patients.
- To maintain a comprehensive service to GPs and the Health Centre in line with existing and changing protocols.
- To be responsible for the delivery of accurate referral letters and other correspondence using the Electronic Referral Service.
- Type/word process referral letters, reports and GPs correspondence as required from audio and manuscript.
- To acquire and develop new skills to ensure a constant review and updating of practices and procedures as required.
- To update and maintain standard operating procedures and train others as required.
- Prepare invoices for private medical services; reconciling non NHS income from patients and other organisations, in conjunction with the Practice Manager.
- Complete fee claims in conjunction with the Practice Manager following completion of medical information by GP for patients meeting criteria
- Ensure all confidential waste is shredded and disposed of so as not to compromise confidentiality.
- Undertake ordering of stock and non-stock items for staff within the team, including stationery and computer consumables. Ensuring value for money at all times.
- Manage the distribution of deliveries, checking/authorising delivery notes and liaising with suppliers.
- Keep the consulting rooms stocked with stationery.
- General secretarial duties including filing, reports, minute preparation, scanning etc.
- To act as a point of contact for GPs, patients, relatives and other external bodies.2
- Ensure that patients and other persons telephoning or calling in to the Health Centre are treated courteously, promptly, efficiently and professionally regardless of their age, race, sex or attitude.
- Deal with telephone enquiries from hospitals, patients, outside agencies and communicate messages accurately and professionally, taking action as necessary ensuring a full audit trail.
- Arrange urgent outpatient appointments and domiciliary visits.
- Arrange urgent referrals and keep records of all patients referred under 2 week wait rule.
- Arrange hospital transport for patients who fulfil the criteria.
- Arrange despatch of completed General Practitioner Reports, ensuring consent form has been received and arranging for patient to view the report if requested.
- Action requests for DS1500 forms.
- Attend staff meeting and training sessions as and when necessary.
- Attend and participate in PPG (Patient Participation Group) meetings bi-monthly if required, produce minutes and distribute to relevant attendees.
- Take notes and transcribe minutes of meetings and carry out any follow up action as required.
- Open and distribute incoming mail. Deal with outgoing mail.
- Maintain efficient office filing and information systems.
- Ensure accurate input of information to medical computer system and that all data input is read coded to make sure that clinical audit and research can be performed.
- Participate in the formulation of new systems and procedures and implement any such developments in order to maintain the most appropriate and effective medical secretarial/administrative support to the Practice.
- Awareness of current issues and to support personal development by attending relevant training sessions.
- Participate in Annual Staff Appraisal.
- Manage appropriate projects/tasks delegated by Practice Manager/GP with only broad procedural guidelines and without any direct supervision to ensure that an efficient quality outcome is provided.
- Undertake mandatory training required by the practice.
- Assist in the training and development of other staff.
- Comply with Health and Safety Policy and Procedure.
- Have an understanding and adhere to GDPR compliance.
- Assist in maintaining the practice website and social media platforms to enable effective communication.
- Assist in the production of the staff and patient newsletters
- Undertake any other duties within the general scope of the post and appropriate to the grading.
PERSONAL SPECIFICATION AND SKILLS
Essential
- Typing to RSA II or equivalent experience
- Ability to work as part of a team but use own initiative
- Good customer service skills
- Ability to communicate effectively
- Flexible
- Able to work in a changing environment
- Good organisational skills
- Able to work under pressure
- Pleasant and articulate
- Maintain confidentiality at all times
- Evidence of sound GCSE results (or equivalent)
- Patient and understanding
- Ability to follow instructions and procedures
- Work accurately and methodically
- Working with all types of people
- Be confident in using the phone
- Ability to recommend and contribute to new ideas for overall efficiencies of service
- Ability to prioritise
Desirable
- Experience of SystmOne clinical system
- Experience of Electronic Referral System (ERS)
- Experience of Primary Care
- Computer literate (Microsoft Office)
- Experience of dealing with patients/public
- Experience of dealing with people who may be angry or upset
Person Specification
Experience
Essential
- Typing to RSA II or equivalent experience
- Ability to work as part of a team but use own initiative
- Good customer service skills
- Ability to communicate effectively
- Flexible
- Able to work in a changing environment
- Good organisational skills
- Able to work under pressure
- Pleasant and articulate
- Maintain confidentiality at all times
- Evidence of sound GCSE results (or equivalent)
- Patient and understanding
- Ability to follow instructions and procedures
- Work accurately and methodically
- Working with all types of people
- Be confident in using the phone
- Ability to recommend and contribute to new ideas for overall efficiencies of service
- Ability to prioritise
Desirable
- Experience of SystmOne clinical system
- Experience of Electronic Referral System (ERS)
- Experience of Primary Care
- Computer literate (Microsoft Office)
- Experience of dealing with patients/public
- Experience of dealing with people who may be angry
Person Specification
Experience
Essential
- Typing to RSA II or equivalent experience
- Ability to work as part of a team but use own initiative
- Good customer service skills
- Ability to communicate effectively
- Flexible
- Able to work in a changing environment
- Good organisational skills
- Able to work under pressure
- Pleasant and articulate
- Maintain confidentiality at all times
- Evidence of sound GCSE results (or equivalent)
- Patient and understanding
- Ability to follow instructions and procedures
- Work accurately and methodically
- Working with all types of people
- Be confident in using the phone
- Ability to recommend and contribute to new ideas for overall efficiencies of service
- Ability to prioritise
Desirable
- Experience of SystmOne clinical system
- Experience of Electronic Referral System (ERS)
- Experience of Primary Care
- Computer literate (Microsoft Office)
- Experience of dealing with patients/public
- Experience of dealing with people who may be angry
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.
