Job summary
Alrewas Surgery is looking for 2 members to join our Medical Secretary team, one 16 hours and one 24 hours a week.A long-standing, well respected GP practice covering a semi-rural area between Lichfield and Burton on Trent, with easy vehicle access as we are situated just off the A38 close to the National Memorial Arboretum, Alrewas Surgery aims to offer a welcoming, high quality GP service to all its patients. The post is 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).
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. Managing all enquiries in an effective
manner
d. Maintaining an accurate referrals
database
e. Actioning all incoming email
f. Processing calling letters as requested
g. Scanning patient related documentation
and attaching scanned documents to patients healthcare records
h. Inputting data into the patients
healthcare records as necessary
i. Processing referrals using the
electronic referral system (ERS)
j. Processing requests for information i.e.,
SAR, insurance/solicitors letters and DVLA forms
k. Coding data on the clinical IT system
l. Answering incoming phone calls,
transferring calls or dealing with the callers request appropriately
m. Managing all administrative queries as
necessary
n. Carrying out system searches as
requested
o. Maintaining a clean, tidy, effective
working area at all times
Supporting all clinical staff with general
administrative tasks as requested
About us
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. Managing all enquiries in an effective
manner
d. Maintaining an accurate referrals
database
e. Actioning all incoming email
f. Processing calling letters as requested
g. Scanning patient related documentation
and attaching scanned documents to patients healthcare records
h. Inputting data into the patients
healthcare records as necessary
i. Processing referrals using the
electronic referral system (ERS)
j. Processing requests for information i.e.,
SAR, insurance/solicitors letters and DVLA forms
k. Coding data on the clinical IT system
l. Answering incoming phone calls,
transferring calls or dealing with the callers request appropriately
m. Managing all administrative queries as
necessary
n. Carrying out system searches as
requested
o. Maintaining a clean, tidy, effective
working area at all times
Supporting all clinical staff with general
administrative tasks as requested
Job description
Job responsibilities
Generic
responsibilities
All staff have a duty to conform to the
following:
Equality,
Diversity and Inclusion
A
good attitude and positive action towards Equality Diversity
& Inclusion creates an environment where all individuals can achieve their
full potential. Creating such an environment is important for three reasons
it improves operational effectiveness, it is morally the right thing to do
and it is required by law.
Patients
and their families have the right to be treated fairly and be routinely
involved in decisions about their treatment and care. They can expect to be
treated with dignity and respect and will not be discriminated against on any
grounds including age, disability, gender reassignment, marriage and civil
partnership, pregnancy and maternity, race, religion or belief, sex or sexual
orientation.
Patients
have a responsibility to treat other patients and our staff with dignity and
respect.
Staff
have the right to be treated fairly in recruitment and career progression.
Staff can expect to work in an environment where diversity is valued, and
equality of opportunity is promoted. Staff will not be discriminated against
on any grounds including age, disability, gender reassignment, marriage and
civil partnership, pregnancy and maternity, race, religion or belief, sex or
sexual orientation. Staff have a responsibility to ensure that they treat our
patients and their colleagues with dignity and respect.
Safety,
Health, Environment and Fire
This
organisation is committed to supporting and promoting opportunities for staff
to maintain their health, wellbeing and safety.
The
post holder is to manage and assess risk within the areas of responsibility,
ensuring adequate measures are in place to protect staff and patients and
monitor work areas and practices to ensure they are safe and free from
hazards and conform to health, safety and security legislation, policies,
procedures and guidelines.
All
personnel have a duty to take reasonable care of health and safety at work
for themselves, their team and others and to cooperate with employers to
ensure compliance with health and safety requirements.
All
personnel are to comply with the:
Health and Safety at Work Act 1974
Environmental Protection Act 1990
Environment Act 1995
Fire Precautions workplace Regulations 1999
Other
statutory legislation which may be brought to the post holders attention
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.
It
is essential that, if the legal requirements are to be met and the trust of
our patients is to be retained, all staff must protect patient information
and provide a confidential service.
Quality
and Continuous Improvement
To
preserve and improve the quality of this organisations outputs, all
personnel are required to think not only of what they do but how they achieve
it. By continually re-examining our processes, we will be able to develop and
improve the overall effectiveness of the way we work.
The
responsibility for this rests with everyone working within the organisation
to look for opportunities to improve quality and share good practice and to
discuss, highlight and work with the team to create opportunities to improve
patient care.
At
this organisation, we continually strive to improve work processes which
deliver healthcare with improved results across all areas of our service
provision. We promote a culture of continuous improvement where everyone
counts, and staff are permitted to make suggestions and contributions to
improve our service delivery and enhance patient care.
Staff
should interpret national strategies and policies into local implementation
strategies that are aligned to the values and culture of general practice.
All
staff are to contribute to investigations and root cause analyses whilst
participating in serious incident investigations and multidisciplinary case
reviews.
Induction
We
will provide a full induction programme and management will support you
throughout the process.
Learning
and development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and
competences to perform their role. All staff will be required to partake in,
and complete mandatory training as directed. It is an expectation for this
post holder to assess their own learning needs and undertake learning as
appropriate
The
post holder will undertake mentorship for team members and disseminate
learning and information gained to other team members to share good practice
and inform others about current and future developments e.g., courses and
conferences.
The
post holder will provide an educational role to patients, carers, families
and colleagues in an environment that facilitates learning.
Collaborative
working
All
staff are to recognise the significance of collaborative working and
understand their own role and scope and identify how this may develop over
time. Staff are to prioritise their own workload and ensure effective
time-management strategies are embedded within the culture of the team.
Teamwork
is essential in multidisciplinary environments and the post holder is to work
as an effective and responsible team member, supporting others and exploring
the mechanisms to develop new ways of working and work effectively with
others to clearly define values, direction and policies impacting upon care
delivery
Effective
communication is essential, and all staff must ensure they communicate in a
manner which enables the sharing of information in an appropriate manner. All
staff should delegate clearly and appropriately, adopting the principles of
safe practice and assessment of competence.
Plans
and outcomes by which to measure success should be agreed.
Managing
information
All
staff should use technology and appropriate software as an aid to management
in the planning, implementation and monitoring of care and presenting and
communicating information. Data should be reviewed and processed using
accurate SNOMED CT codes to ensure easy and accurate information retrieval
for monitoring and audit processes.
Service
delivery
Staff
will be given detailed information during the induction process regarding
policy and procedure. The post holder must adhere to the information
contained within the organisations policies and regional directives,
ensuring protocols are always adhered to.
Security
The
security of the organisation is the responsibility of all personnel. The post
holder must ensure they always remain vigilant and report any suspicious
activity immediately to their line manager.
Under
no circumstances are staff to share the codes for the door locks with anyone
and are to ensure that restricted areas remain effectively secured. Likewise,
password controls are to be maintained and are not to be shared.
Professional
conduct
All
staff are required to dress appropriately for their role.
Leave
All
personnel are entitled to take leave. Line managers are to ensure all their
staff are afforded the opportunity to take a minimum of 25days
leave each year and should be encouraged to take all their leave
entitlement.
Public
holidays will be calculated on a pro-rated basis dependent on the number of
hours worked.
Job description
Job responsibilities
Generic
responsibilities
All staff have a duty to conform to the
following:
Equality,
Diversity and Inclusion
A
good attitude and positive action towards Equality Diversity
& Inclusion creates an environment where all individuals can achieve their
full potential. Creating such an environment is important for three reasons
it improves operational effectiveness, it is morally the right thing to do
and it is required by law.
Patients
and their families have the right to be treated fairly and be routinely
involved in decisions about their treatment and care. They can expect to be
treated with dignity and respect and will not be discriminated against on any
grounds including age, disability, gender reassignment, marriage and civil
partnership, pregnancy and maternity, race, religion or belief, sex or sexual
orientation.
Patients
have a responsibility to treat other patients and our staff with dignity and
respect.
Staff
have the right to be treated fairly in recruitment and career progression.
Staff can expect to work in an environment where diversity is valued, and
equality of opportunity is promoted. Staff will not be discriminated against
on any grounds including age, disability, gender reassignment, marriage and
civil partnership, pregnancy and maternity, race, religion or belief, sex or
sexual orientation. Staff have a responsibility to ensure that they treat our
patients and their colleagues with dignity and respect.
Safety,
Health, Environment and Fire
This
organisation is committed to supporting and promoting opportunities for staff
to maintain their health, wellbeing and safety.
The
post holder is to manage and assess risk within the areas of responsibility,
ensuring adequate measures are in place to protect staff and patients and
monitor work areas and practices to ensure they are safe and free from
hazards and conform to health, safety and security legislation, policies,
procedures and guidelines.
All
personnel have a duty to take reasonable care of health and safety at work
for themselves, their team and others and to cooperate with employers to
ensure compliance with health and safety requirements.
All
personnel are to comply with the:
Health and Safety at Work Act 1974
Environmental Protection Act 1990
Environment Act 1995
Fire Precautions workplace Regulations 1999
Other
statutory legislation which may be brought to the post holders attention
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.
It
is essential that, if the legal requirements are to be met and the trust of
our patients is to be retained, all staff must protect patient information
and provide a confidential service.
Quality
and Continuous Improvement
To
preserve and improve the quality of this organisations outputs, all
personnel are required to think not only of what they do but how they achieve
it. By continually re-examining our processes, we will be able to develop and
improve the overall effectiveness of the way we work.
The
responsibility for this rests with everyone working within the organisation
to look for opportunities to improve quality and share good practice and to
discuss, highlight and work with the team to create opportunities to improve
patient care.
At
this organisation, we continually strive to improve work processes which
deliver healthcare with improved results across all areas of our service
provision. We promote a culture of continuous improvement where everyone
counts, and staff are permitted to make suggestions and contributions to
improve our service delivery and enhance patient care.
Staff
should interpret national strategies and policies into local implementation
strategies that are aligned to the values and culture of general practice.
All
staff are to contribute to investigations and root cause analyses whilst
participating in serious incident investigations and multidisciplinary case
reviews.
Induction
We
will provide a full induction programme and management will support you
throughout the process.
Learning
and development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and
competences to perform their role. All staff will be required to partake in,
and complete mandatory training as directed. It is an expectation for this
post holder to assess their own learning needs and undertake learning as
appropriate
The
post holder will undertake mentorship for team members and disseminate
learning and information gained to other team members to share good practice
and inform others about current and future developments e.g., courses and
conferences.
The
post holder will provide an educational role to patients, carers, families
and colleagues in an environment that facilitates learning.
Collaborative
working
All
staff are to recognise the significance of collaborative working and
understand their own role and scope and identify how this may develop over
time. Staff are to prioritise their own workload and ensure effective
time-management strategies are embedded within the culture of the team.
Teamwork
is essential in multidisciplinary environments and the post holder is to work
as an effective and responsible team member, supporting others and exploring
the mechanisms to develop new ways of working and work effectively with
others to clearly define values, direction and policies impacting upon care
delivery
Effective
communication is essential, and all staff must ensure they communicate in a
manner which enables the sharing of information in an appropriate manner. All
staff should delegate clearly and appropriately, adopting the principles of
safe practice and assessment of competence.
Plans
and outcomes by which to measure success should be agreed.
Managing
information
All
staff should use technology and appropriate software as an aid to management
in the planning, implementation and monitoring of care and presenting and
communicating information. Data should be reviewed and processed using
accurate SNOMED CT codes to ensure easy and accurate information retrieval
for monitoring and audit processes.
Service
delivery
Staff
will be given detailed information during the induction process regarding
policy and procedure. The post holder must adhere to the information
contained within the organisations policies and regional directives,
ensuring protocols are always adhered to.
Security
The
security of the organisation is the responsibility of all personnel. The post
holder must ensure they always remain vigilant and report any suspicious
activity immediately to their line manager.
Under
no circumstances are staff to share the codes for the door locks with anyone
and are to ensure that restricted areas remain effectively secured. Likewise,
password controls are to be maintained and are not to be shared.
Professional
conduct
All
staff are required to dress appropriately for their role.
Leave
All
personnel are entitled to take leave. Line managers are to ensure all their
staff are afforded the opportunity to take a minimum of 25days
leave each year and should be encouraged to take all their leave
entitlement.
Public
holidays will be calculated on a pro-rated basis dependent on the number of
hours worked.
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Clinical IT system user skills
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and 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
Qualifications
Essential
- Educated to GCSE in Mathematics and English (C or above)
Desirable
- NVQ Level 2 in Health and Social Care
- Level 3 trained in Medical Terminology
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting as a medical secretary
Desirable
- Experience of administrative duties
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Clinical IT system user skills
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and 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
Qualifications
Essential
- Educated to GCSE in Mathematics and English (C or above)
Desirable
- NVQ Level 2 in Health and Social Care
- Level 3 trained in Medical Terminology
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting as a medical secretary
Desirable
- Experience of administrative duties
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.
