Job summary
Oak Tree Surgery and Pensilva Health Centre are seeking amotivated and enthusiastic experienced Medical Secretary to join our expanding friendly and dynamic team.
Reporting to: Lead Medical Secretary
Accountable to: The Practice Manager
Working Pattern: Monday, Thursday, and Friday 8am - 2pm - 18 hours per week.
Main duties of the job
The successful candidate will provide comprehensive secretarial, typing and administrative support to the Partnership and Management Team including maintenance of files, dealing with telephone calls, and general office procedures.
About us
We are a large successful training practice across two dispensing sites with a practice owned on site Pharmacy and an award-winning research team.
We are passionate about a high standard of health and wellbeing for our staff and our patients. We are looking for someone who will share this vision and thrive with us.
At Oak Tree Surgery and Pensilva Health Centre, we are a friendly, stable, and long-established Partnership that values teamwork and a sustainable work life balance. We have created a supportive working environment and we consider the health and wellbeing of our team to be of the utmost importance.
We are a two-site practice covering the market town of Liskeard and the moorland village of Pensilva. There are excellent road and rail links to Plymouth and Truro and the nearest sandy beach is 20 minutes from the surgery.
- Practice size 16800
- High QOF achieving
- Two large dispensaries
- On-site practice-owned Pharmacy
- Training practice of GP registrars, F2s, Medical Students, Clinical Pharmacists and Nurses.
- Highly successful and award-winning research team.
- Embraces MDT approach to patient care
Job description
Job responsibilities
- Main
Duties and Responsibilities
- To provide an
efficient audio, copy typing and word processing service for GPs and
Health professionals as required
- To ensure that
referral letters are distributed efficiently using the Choose and Book
programme as appropriate and attaching enclosures as necessary
- Ensure 2 week wait
referrals are dealt with efficiently and promptly and contain all relevant
information
- Keep up to date
with changes in referral systems and new proformas
- To maintain patient
information in the computer clinical system in an accurate and secure
manner
- 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 from hospital staff, colleagues, and
patients
- Assist with the
document management for the practice system, ensuring electronic or hard
copies of patient related documentation is stored correctly within the
electronic system
- To read code and
disseminate information requiring the attention of other team members via
workflow management of surgery tasks
- To receive and read
all incoming mail and then decide on appropriate action in accordance with
current practice policies
- To monitor
practice generic email account, read all emails, and then decide on
appropriate action in accordance with current practice policies
- Notify
communicable disease to the appropriate agency
- To attend/organise
weekly meetings for clinical staff, record information and disseminate to
appropriate personnel if required
- Ensure all
relevant information is passed onto the OOH service promptly as and when
required
- To accept
responsibility for own computer ensuring that any confidential information
is not visible when away from screen and closed down at end of shift to
preserve patient confidentiality
- To read the staff
noticeboard and emails received to keep up to date with activities
- To attend staff
meetings. Contribute positively with ideas to improve the overall success
of the Practice
- To promote a
friendly and enjoyable working environment
- To
participate/attend in any training programme/courses deemed suitable by
the practice
- To work to the set
assessment criteria and objectives as set out in yourappraisal
- To effectively
manage own time, workload and resources
- To maintain confidentiality
at all times
- To report any
accidents/incidents to the Management Staff
- To abide by
statutory and practice regulations regarding fire, health and safety and
security issues
- To action and
complete any other tasks as deemed reasonable by the Management/Clinical
Staff
Job description
Job responsibilities
- Main
Duties and Responsibilities
- To provide an
efficient audio, copy typing and word processing service for GPs and
Health professionals as required
- To ensure that
referral letters are distributed efficiently using the Choose and Book
programme as appropriate and attaching enclosures as necessary
- Ensure 2 week wait
referrals are dealt with efficiently and promptly and contain all relevant
information
- Keep up to date
with changes in referral systems and new proformas
- To maintain patient
information in the computer clinical system in an accurate and secure
manner
- 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 from hospital staff, colleagues, and
patients
- Assist with the
document management for the practice system, ensuring electronic or hard
copies of patient related documentation is stored correctly within the
electronic system
- To read code and
disseminate information requiring the attention of other team members via
workflow management of surgery tasks
- To receive and read
all incoming mail and then decide on appropriate action in accordance with
current practice policies
- To monitor
practice generic email account, read all emails, and then decide on
appropriate action in accordance with current practice policies
- Notify
communicable disease to the appropriate agency
- To attend/organise
weekly meetings for clinical staff, record information and disseminate to
appropriate personnel if required
- Ensure all
relevant information is passed onto the OOH service promptly as and when
required
- To accept
responsibility for own computer ensuring that any confidential information
is not visible when away from screen and closed down at end of shift to
preserve patient confidentiality
- To read the staff
noticeboard and emails received to keep up to date with activities
- To attend staff
meetings. Contribute positively with ideas to improve the overall success
of the Practice
- To promote a
friendly and enjoyable working environment
- To
participate/attend in any training programme/courses deemed suitable by
the practice
- To work to the set
assessment criteria and objectives as set out in yourappraisal
- To effectively
manage own time, workload and resources
- To maintain confidentiality
at all times
- To report any
accidents/incidents to the Management Staff
- To abide by
statutory and practice regulations regarding fire, health and safety and
security issues
- To action and
complete any other tasks as deemed reasonable by the Management/Clinical
Staff
Person Specification
Experience
Essential
- Two years administration/office experience
Desirable
- At least one year Medical Secretary experience
Qualifications
Essential
- Minimum - GCSE or equivalent in English and Maths
Desirable
- AMSPAR or equivalent diploma in Medical Administration
Knowledge and skills
Essential
- Professional manner and approach, ability to work as part of a team
- Exceptional organisational skills
- Ability to handle multiple tasks, deadlines and workload whilst maintaining high attention to detail
- Excellent command of the English Language (Verbal and Written)
- Excellent Communication skills
- Professional telephone manner
- Proficient IT skills specifically Microsoft Office: Outlook, Word and Excel
- Experience in business administration and secretarial duties
Desirable
- Working knowledge of Emis web clinical system
- Working knowledge of Docman and Lexacom software packages
Person Specification
Experience
Essential
- Two years administration/office experience
Desirable
- At least one year Medical Secretary experience
Qualifications
Essential
- Minimum - GCSE or equivalent in English and Maths
Desirable
- AMSPAR or equivalent diploma in Medical Administration
Knowledge and skills
Essential
- Professional manner and approach, ability to work as part of a team
- Exceptional organisational skills
- Ability to handle multiple tasks, deadlines and workload whilst maintaining high attention to detail
- Excellent command of the English Language (Verbal and Written)
- Excellent Communication skills
- Professional telephone manner
- Proficient IT skills specifically Microsoft Office: Outlook, Word and Excel
- Experience in business administration and secretarial duties
Desirable
- Working knowledge of Emis web clinical system
- Working knowledge of Docman and Lexacom software packages
