Job summary
Full-Time Medical
Secretary (Maternity Cover) - Hendon NW4
Fixed-Term Contract
Medical Secretary to cover maternity leave wanted
to work for a busy, friendly, doctors surgery in Sunningfields Road, London
NW4.
This is a position is part of a team, as we have an
existing Medical Secretary working part time.
Priority will be given to those with Medical
Secretary experience within a GP practice/healthcare organisation. Those who
can prove they have transferrable skills are also welcome to apply.
Working
hours: -
Monday - 09:00
to 17:00 (7.5 hours + 30 min lunch)
Tuesday - 09:00
to 17:00 (7.5 hours + 30 min lunch)
Wednesday -
09:00 to 17:00 (7.5 hours + 30 min lunch)
Thursday - 09:00
to 17:00 (7.5 hours + 30 min lunch)
Friday - 09:00
to 17:00 (7.5 hours + 30 min lunch)
N.B. Start
time can be changed up to 1 hour either way subject to mutual agreement.
Pay is £14.62 per hour.
Total of 37.5 hours, and you may be asked to do
additional hours to cover absence.
Interviews will be planned for December 2024.
Although
the exact date is to be confirmed, we expect the start date to be in February
2025.
When
applying please state any notice period that you may have to serve your current
employer.
Closing
Date: Monday 2nd December 2024.
No agencies.
Main duties of the job
Primary Responsibilities
Typing letters, reports and associated
documentation as required
Liaising with external agencies such as
hospitals and community services, ensuring referrals are processed efficiently.
Manage all enquires in an effective manner.
Maintain an accurate referral database
Process calling letters as requested.
Scanning of patient related documentation and
attaching scanned documents to patients healthcare records
Input data into the patients healthcare records
as necessary.
Process referrals using the electronic referral
system (ERS)
Process requests for information i.e. SAR,
insurance / solicitors letters and DVLA forms
Process patient letter requests and invoice for
private work accordingly
Answer incoming phone calls, transferring calls
or dealing with the callers request appropriately.
Manage all administrative queries as necessary.
Carry out system searches as requested.
Maintain a clean, tidy, effective working area
at all times.
Support all clinical staff with general
administrative tasks as requested.
Secondary Responsibilities
In addition to the primary
responsibilities, the medical secretary may be requested to:
Partake in audit as directed by the audit lead.
Produce meeting agendas and record the minutes
of meetings.
Support reception / administrative staff,
providing cover during staff absences.
Complete opening and closing procedures in
accordance with the duty rota.
About us
We are a well
established, popular practice at the heart of the local community in Hendon,
London NW4. Our key statistics are: -
5 partner practice
12,600 patients
5
salaried GPs, 2 nurses, 2
Health Care Assistants, 3 practice pharmacists
Teaching & training practice,
single site, practice owned
EMIS Web, Docman & FrontDesk
computer systems
Paperless practice
QOF high achiever
Strong links with CCG
Rated
GOOD by CQC (31 December 2019) with some outstanding points of note
Job description
Job responsibilities
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).
Equality, Diversity &
Inclusion
A good attitude and positive
action towards ED&I creates and 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 you treat our patients and their colleagues with
dignity and respect.
Safety, Health, and Wellbeing.
St. Georges Medical Centre is
committed to supporting and promoting opportunities to for staff to
maintain their health, well-being,
and safety. You have a duty to take reasonable care of health and safety at
work for you, your team, and others, and to cooperate with the management team
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
and other statutory legislation.
Confidentiality
St. Georges Medical Centre 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 always maintain confidentiality. It is
essential that if the legal requirements are to be met and the trust of our
patients is to be retained that all staff protect patient information and
provide a confidential service.
Quality & Continuous
Improvement
To preserve and improve the
quality of our output, 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
practice to look for opportunities to improve quality and share good practice.
This practice continually strives
to improve work processes which deliver health care 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.
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 and complete mandatory training as
directed by the training coordinator, as well as participating in the practice
training programme.
Staff will also be permitted
(subject to approval) to undertake external training courses which will enhance
their knowledge and skills, progress their career and ultimately, enable them
to improve processes and service delivery.
Collaborative Working
All staff are to recognise the
significance of collaborative working. Teamwork is essential in
multidisciplinary environments. Effective communication is essential, and all
staff must ensure they communicate in a manner which enables the sharing of
information in an appropriate manner.
Service Delivery
Staff at St. Georges Medical
Centre must adhere to the information contained with practice policies and
regional directives, ensuring protocols are always adhered to. Staff will be
given detailed information during the induction process regarding policy and
procedure.
Primary Responsibilities
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:
Typing letters, reports and associated
documentation as required
Liaising with external agencies such as
hospitals and community services, ensuring referrals are processed efficiently.
Manage all enquires in an effective manner.
Maintain an accurate referral database
Process calling letters as requested.
Scanning of patient related documentation and
attaching scanned documents to patients healthcare records
Input data into the patients healthcare records
as necessary.
Process referrals using the electronic referral
system (ERS)
Process requests for information i.e. SAR,
insurance / solicitors letters and DVLA forms
Process patient letter requests and invoice for
private work accordingly
Answer incoming phone calls, transferring calls
or dealing with the callers request appropriately.
Manage all administrative queries as necessary.
Carry out system searches as requested.
Maintain a clean, tidy, effective working area
at all times.
Support all clinical staff with general
administrative tasks as requested.
Secondary Responsibilities
In addition to the primary
responsibilities, the medical secretary may be requested to:
Partake in audit as directed by the audit lead.
Produce meeting agendas and record the minutes
of meetings.
Support reception / administrative staff,
providing cover during staff absences.
Complete opening and closing procedures in
accordance with the duty rota.
Job description
Job responsibilities
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).
Equality, Diversity &
Inclusion
A good attitude and positive
action towards ED&I creates and 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 you treat our patients and their colleagues with
dignity and respect.
Safety, Health, and Wellbeing.
St. Georges Medical Centre is
committed to supporting and promoting opportunities to for staff to
maintain their health, well-being,
and safety. You have a duty to take reasonable care of health and safety at
work for you, your team, and others, and to cooperate with the management team
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
and other statutory legislation.
Confidentiality
St. Georges Medical Centre 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 always maintain confidentiality. It is
essential that if the legal requirements are to be met and the trust of our
patients is to be retained that all staff protect patient information and
provide a confidential service.
Quality & Continuous
Improvement
To preserve and improve the
quality of our output, 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
practice to look for opportunities to improve quality and share good practice.
This practice continually strives
to improve work processes which deliver health care 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.
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 and complete mandatory training as
directed by the training coordinator, as well as participating in the practice
training programme.
Staff will also be permitted
(subject to approval) to undertake external training courses which will enhance
their knowledge and skills, progress their career and ultimately, enable them
to improve processes and service delivery.
Collaborative Working
All staff are to recognise the
significance of collaborative working. Teamwork is essential in
multidisciplinary environments. Effective communication is essential, and all
staff must ensure they communicate in a manner which enables the sharing of
information in an appropriate manner.
Service Delivery
Staff at St. Georges Medical
Centre must adhere to the information contained with practice policies and
regional directives, ensuring protocols are always adhered to. Staff will be
given detailed information during the induction process regarding policy and
procedure.
Primary Responsibilities
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:
Typing letters, reports and associated
documentation as required
Liaising with external agencies such as
hospitals and community services, ensuring referrals are processed efficiently.
Manage all enquires in an effective manner.
Maintain an accurate referral database
Process calling letters as requested.
Scanning of patient related documentation and
attaching scanned documents to patients healthcare records
Input data into the patients healthcare records
as necessary.
Process referrals using the electronic referral
system (ERS)
Process requests for information i.e. SAR,
insurance / solicitors letters and DVLA forms
Process patient letter requests and invoice for
private work accordingly
Answer incoming phone calls, transferring calls
or dealing with the callers request appropriately.
Manage all administrative queries as necessary.
Carry out system searches as requested.
Maintain a clean, tidy, effective working area
at all times.
Support all clinical staff with general
administrative tasks as requested.
Secondary Responsibilities
In addition to the primary
responsibilities, the medical secretary may be requested to:
Partake in audit as directed by the audit lead.
Produce meeting agendas and record the minutes
of meetings.
Support reception / administrative staff,
providing cover during staff absences.
Complete opening and closing procedures in
accordance with the duty rota.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of administrative duties
- Experience of working in a health care setting as a medical secretary
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
- 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
Desirable
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
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of administrative duties
- Experience of working in a health care setting as a medical secretary
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
- 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
Desirable
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
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.