Job summary
Medical Secretary: Permanent position
Vacancy
Due to member of the team relocating, an opportunity has arisen for an enthusiastic individual to join
our established Medical Secretary team at Leatside Surgery.
This is a
permanent position (up to 26.5 hours per week, part time, hours to be confirmed with the successful candidate) will be a varied role, with the
opportunity to learn new and develop existing skills.
The team
comprises of three Medical Secretaries, working in a fast-paced environment
providing secretarial services to the clinical team.
A full job
and person specification is attached.
Main duties of the job
Main duties of the job
To
provide a full and efficient secretarial service to the Doctors and Practice
clinicians. This
will include audiotyping and ensuring that all documentation (for example
referral forms) is produced to an excellent standard.
Ensure
all information is secure and confidentiality of information is always
maintained.
Provide
excellent customer care which may include communication with distressed and
anxious patients and relatives, treating them with tact and empathy.
Ensure
the professional image of Leatside Surgery is always maintained.
About us
Leatside
is a purpose-built surgery located in the flourishing market town of Totnes,
with a current patient list size of just over 15,000. We pride ourselves on
being a supportive and enjoyable place to work, with the practice culture at
the heart of what we do. In May 2019 we were once again awarded an outstanding
rating by the CQC.
We
are fully computerised using SystmOne from April 2022 as our clinical system.
We
are a training practice, with two GP Registrars, an F2, medical students,
student nurses and paramedics. The surgery is also host to the community
nursing and community mental health teams.
For
further information please contact medical secretary team leader, Sarah Rea on 01803
862671 or email sarah.rea@nhs.net .
Candidates will be shortlisted and invited to interview from 05/02/2025. Interviews will be scheduled for 13/02/2025.
Job description
Job responsibilities
JOB DETAILS
Job title : Medical Secretary
Responsible to:Team leader
JOB PURPOSE
- To provide a full and efficient secretarial service to the Doctors and Practice clinicians.
- Ensure all information is secure and confidentiality of information is maintained at all times
- Provide excellent patient care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy.
- Ensure the professional image of Leatside Surgery is maintained at all times
DIMENSIONS
- The post holder will be expected to attend/complete mandatory training - e.g., Health & Safety, Information Governance, Equality and Diversity, Fire Training to comply with current regulations and surgery shut down sessions.
- To be flexible and adaptable to the needs of the secretarial team
- The post holder will be expected to multi-task and prioritise.
KEY WORKING RELATIONS
The post holder must establish effective working relations with individuals within and external to the organisation to ensure an efficient service for patients.
KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES
- Ensure that all tasks are completed in a timely manner, paying particular attention to accuracy and presentation
- Prioristise workload appropriately e.g. two week wait referrals etc.
- Ensure accurate patient information is recorded whilst using the clinical system in line with Information Governance policy
- Following team protocols.
- Update the Secretaries manual when protocols/pathways change.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Effectively manage own time, workload and resources.
- Assist with new clinicians induction in regard to Lexacom / referral processes
Equality and Diversity
The post holder will support the equality, diversity and rights of patients, carers and colleagues to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Human Resources
To comply with Practice HR policies and procedures generally and particularly:
To undertake an annual appraisal with the post holders line manager
To undertake mandatory training in line with Practice policy
To develop and maintain a personal learning plan, providing feedback to the team from any relevant learning activity and feedback to the line manager regarding the usefulness of learning activities undertaken.
Identify any learning needs.
Personal/Professional Development
The postholder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Risk Management
To ensure all relevant Practice policies are observed personally and within the administrative team, particularly:
- Health and safety and fire policy
- Loan worker, infection control and other policies intended to reduce the possibility of harm to Practice employees, patients, and visitors
- Reporting on significant events
- Complaints procedure
- Risk assessment/incident reporting procedures
- Major incident plan
Service Management
To attend mandatory training afternoons and team meetings when required.
The details contained in this Job Description are not exhaustive and may change as the post develops.
Job description
Job responsibilities
JOB DETAILS
Job title : Medical Secretary
Responsible to:Team leader
JOB PURPOSE
- To provide a full and efficient secretarial service to the Doctors and Practice clinicians.
- Ensure all information is secure and confidentiality of information is maintained at all times
- Provide excellent patient care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy.
- Ensure the professional image of Leatside Surgery is maintained at all times
DIMENSIONS
- The post holder will be expected to attend/complete mandatory training - e.g., Health & Safety, Information Governance, Equality and Diversity, Fire Training to comply with current regulations and surgery shut down sessions.
- To be flexible and adaptable to the needs of the secretarial team
- The post holder will be expected to multi-task and prioritise.
KEY WORKING RELATIONS
The post holder must establish effective working relations with individuals within and external to the organisation to ensure an efficient service for patients.
KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES
- Ensure that all tasks are completed in a timely manner, paying particular attention to accuracy and presentation
- Prioristise workload appropriately e.g. two week wait referrals etc.
- Ensure accurate patient information is recorded whilst using the clinical system in line with Information Governance policy
- Following team protocols.
- Update the Secretaries manual when protocols/pathways change.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Effectively manage own time, workload and resources.
- Assist with new clinicians induction in regard to Lexacom / referral processes
Equality and Diversity
The post holder will support the equality, diversity and rights of patients, carers and colleagues to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Human Resources
To comply with Practice HR policies and procedures generally and particularly:
To undertake an annual appraisal with the post holders line manager
To undertake mandatory training in line with Practice policy
To develop and maintain a personal learning plan, providing feedback to the team from any relevant learning activity and feedback to the line manager regarding the usefulness of learning activities undertaken.
Identify any learning needs.
Personal/Professional Development
The postholder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Risk Management
To ensure all relevant Practice policies are observed personally and within the administrative team, particularly:
- Health and safety and fire policy
- Loan worker, infection control and other policies intended to reduce the possibility of harm to Practice employees, patients, and visitors
- Reporting on significant events
- Complaints procedure
- Risk assessment/incident reporting procedures
- Major incident plan
Service Management
To attend mandatory training afternoons and team meetings when required.
The details contained in this Job Description are not exhaustive and may change as the post develops.
Person Specification
Qualifications
Essential
- Good standard of general education to include GCSE in English and Maths or equivalent.
Experience
Essential
- Computer literacy, including a working knowledge of relevant programs, such as Word and Excel.
- An understanding of patient care and the ability to work with sensitive and confidential information.
- Ability to work both independently and as part of a team.
- Self-motivated with the ability to use your own initiative.
- Ability to maintain strict confidentiality and deal with the public in a sensitive way.
- Excellent attention to detail.
- Exceptional organisational skills and ability to prioritise.
- Willingness to embrace new ways of working/changes.
Desirable
- Medical secretary or general practice experience.
- Experience of patient care and the ability to work with sensitive and confidential information.
- Knowledge of medical terminology.
- Experience or knowledge of the surgery IT systems (electronic referral service (eRS), SystmOne, Adastra, Microsoft Office, Lexacom and Practice Index).
Person Specification
Qualifications
Essential
- Good standard of general education to include GCSE in English and Maths or equivalent.
Experience
Essential
- Computer literacy, including a working knowledge of relevant programs, such as Word and Excel.
- An understanding of patient care and the ability to work with sensitive and confidential information.
- Ability to work both independently and as part of a team.
- Self-motivated with the ability to use your own initiative.
- Ability to maintain strict confidentiality and deal with the public in a sensitive way.
- Excellent attention to detail.
- Exceptional organisational skills and ability to prioritise.
- Willingness to embrace new ways of working/changes.
Desirable
- Medical secretary or general practice experience.
- Experience of patient care and the ability to work with sensitive and confidential information.
- Knowledge of medical terminology.
- Experience or knowledge of the surgery IT systems (electronic referral service (eRS), SystmOne, Adastra, Microsoft Office, Lexacom and Practice Index).
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.