Job summary
We are currently recruiting for 2 Medical Secretary positions * 20 hours.
Interview Date: Week commencing 08.04.2024
Role Purpose
- To provide full secretarial and administrative support to the Business Manager, GPs and other Health Professionals.
- Liaising, supporting and coordinating information to assist with the completion of duties and seeking to provide excellence in patient care at all times
- Deliver a positive experience to all patients and service providers by the provision of an efficient, confidential and professional service.
Main duties of the job
To provide an efficient and accurate secretarial service to the Practice, GPs and other Health Professionals. This includes audio typing, copy typing, letters, reports, patient referrals, minutes, memorandums, telephone calls
To initiate and compose correspondence, whether internal or external in a professional and timely manner
To deal with patient concerns and complaints in a calm and professional manner
To undertake administrative tasks associated with the referral of patients, to accurately maintain and monitor the practice records of referrals.
To assist the practice team with clerical and administrative duties as may be reasonably required. Including; Reports, process reviews, letter writing, faxing, emailing, scanning
To accurately update and monitor patient records and information systems both manual and computerised
To resolve a wide variety of patient queries received by telephone, in person and in writing
To liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care
In liaison with the Site Manager assist with practice administration activities including; reviewing patient statistics and information, maintaining adequate clinical and non-clinical supplies
To ensure implementation and adherence to practice policy including; Equality and Diversity, Information Governance (including Data Protection Legislation) ,Confidentiality and Health and Safety
About us
GPS Healthcare Primary Care Network (PCN) is a supportive, innovative and dynamic at scale provider working across 8 sites in the Solihull locality, with a population of 40,000 patients.
We are continually seeking new ways to support and improve local healthcare services for our patient population with training and development being at the heart of what we do, to benefit both our team and our patient population.
Job description
Job responsibilities
Responsibilities
- To provide full secretarial and administrative support to the Business Manager, GPs and other Health Professionals.
- Liaising, supporting and coordinating information to assist with the completion of duties and seeking to provide excellence in patient care at all times
- Deliver a positive experience to all patients and service providers by the provision of an efficient, confidential and professional service.
- To provide an efficient and accurate secretarial service to the Practice Manager, GPs and other Health Professionals. This includes audio typing, copy typing, letters, reports, patient referrals, minutes, memorandums, telephone calls etc
- To initiate and compose correspondence, whether internal or external in a professional and timely manner.
- To deal with patient concerns and complaints in a calm and professional manner
- To undertake administrative tasks associated with the referral of patients, to accurately maintain and monitor the practice records of referrals. Including Choose and Book.
- To assist the practice team with clerical and administrative duties as may be reasonably required. Including; Reports, process reviews, letter writing, faxing, scanning, read coding, auditing
- To accurately update and monitor patient records and information systems both manual and computerised.
- To resolve a wide variety of patient queries received by telephone, in person and in writing in a professional and courteous manner.
- To liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care.
- In liaison with the Practice Manager assist with practice administration activities including; reviewing patient statistics and information, maintaining adequate clinical and non-clinical supplies, editing correspondence templates, initiating new services.
- As a potential key holder ensure buildings are left safe and secure upon leaving of an evening
- To work as a positive and supportive team member, providing cover for similar posts as required
- To attend meetings, training and conferences as appropriate for the role and as required
- To identify areas for quality improvement, risk avoidance or development and take an active part in delivering the business objective
- To keep up to date with practice information including policy and procedure changes, staff rotas, alerts and service provisions
- To ensure implementation and adherence to practice policy including; Equality and Diversity, Information Governance (including Data Protection Legislation) ,Confidentiality and Health and Safety
- Such other duties as may be reasonably required.
Job description
Job responsibilities
Responsibilities
- To provide full secretarial and administrative support to the Business Manager, GPs and other Health Professionals.
- Liaising, supporting and coordinating information to assist with the completion of duties and seeking to provide excellence in patient care at all times
- Deliver a positive experience to all patients and service providers by the provision of an efficient, confidential and professional service.
- To provide an efficient and accurate secretarial service to the Practice Manager, GPs and other Health Professionals. This includes audio typing, copy typing, letters, reports, patient referrals, minutes, memorandums, telephone calls etc
- To initiate and compose correspondence, whether internal or external in a professional and timely manner.
- To deal with patient concerns and complaints in a calm and professional manner
- To undertake administrative tasks associated with the referral of patients, to accurately maintain and monitor the practice records of referrals. Including Choose and Book.
- To assist the practice team with clerical and administrative duties as may be reasonably required. Including; Reports, process reviews, letter writing, faxing, scanning, read coding, auditing
- To accurately update and monitor patient records and information systems both manual and computerised.
- To resolve a wide variety of patient queries received by telephone, in person and in writing in a professional and courteous manner.
- To liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care.
- In liaison with the Practice Manager assist with practice administration activities including; reviewing patient statistics and information, maintaining adequate clinical and non-clinical supplies, editing correspondence templates, initiating new services.
- As a potential key holder ensure buildings are left safe and secure upon leaving of an evening
- To work as a positive and supportive team member, providing cover for similar posts as required
- To attend meetings, training and conferences as appropriate for the role and as required
- To identify areas for quality improvement, risk avoidance or development and take an active part in delivering the business objective
- To keep up to date with practice information including policy and procedure changes, staff rotas, alerts and service provisions
- To ensure implementation and adherence to practice policy including; Equality and Diversity, Information Governance (including Data Protection Legislation) ,Confidentiality and Health and Safety
- Such other duties as may be reasonably required.
Person Specification
Skills
Essential
- Beginners level Word and Excel or equivalent
- Ability to train and utilise new IT Systems
- Accurate and timely data entry skills
- Understand Data Protection
- Clear, polite and professional manner on the telephone and face to face
- Correspondence / letter writing
- To work as a polite and supportive team member.
- Helping to implement initiatives
- Ability to manage and prioritise workloads
- Ensure achievement of deadlines
- Work under own initiative when appropriate
- Identify opportunities for improvement
- Respect patients confidentiality at all times
- Respect the differing views and needs of patients and colleagues
Desirable
- Copy and Audio Typing
- Intermediate Microsoft or equivalent
- Create and maintain Reports
- Ability to listen, clarify, identify solutions and agree actions on the telephone and face to face
- Ability to communicate at all levels
- Ability to work to and achieve targets
- Build relationships external service teams
- Identify and progress forward with efficiencies
- Identify quality and development opportunities
- Understand equality diversity and how it affects this position
Experience
Essential
- Proven experience as a Medical Secretary
- Working within a busy environment
- Applying accurate data entry
- Proven experience in using data entry tools / IT systems
- Proven customer service skills
- Answering telephone enquiries / making outbound calls
- Correspondence / letter writing
- Worked as part of a team
- Ability to understand the purpose and goals of the task in hand
- Ability to ensure accuracy of activity by monitoring own standards and asking for appropriate support
- Ability to identify and progress forward with efficiencies
- To work under own initiative when appropriate
- Ability to manage own workloads understanding own priorities
- Excellent organizational skills
Desirable
- Reception Administration Clinical Administration experience
- Working with the general public
- Some knowledge of the NHS and clinical procedures
- To create and maintain records and reports
- Maintaining relationships with a wide range of clients
- Understand client requirements and translate into successful outcomes
- Worked as part of a team
- Maintaining relationships with a wide range of clients
- Understand client requirements and translate into successful outcomes
- Experience of working towards goals or targets
- Ability to identify and progress forward with efficiencies
- To work under own initiative when appropriate
- Helped to implement initiatives
- Excellent organizational skills
- Co-ordinating Rotas Diaries Workloads
Qualifications
Essential
- GCSE Grade A-C Maths and English (or equivalent)
Desirable
- Typing skills RSA or Equivalent
- Secretarial Qualification
Person Specification
Skills
Essential
- Beginners level Word and Excel or equivalent
- Ability to train and utilise new IT Systems
- Accurate and timely data entry skills
- Understand Data Protection
- Clear, polite and professional manner on the telephone and face to face
- Correspondence / letter writing
- To work as a polite and supportive team member.
- Helping to implement initiatives
- Ability to manage and prioritise workloads
- Ensure achievement of deadlines
- Work under own initiative when appropriate
- Identify opportunities for improvement
- Respect patients confidentiality at all times
- Respect the differing views and needs of patients and colleagues
Desirable
- Copy and Audio Typing
- Intermediate Microsoft or equivalent
- Create and maintain Reports
- Ability to listen, clarify, identify solutions and agree actions on the telephone and face to face
- Ability to communicate at all levels
- Ability to work to and achieve targets
- Build relationships external service teams
- Identify and progress forward with efficiencies
- Identify quality and development opportunities
- Understand equality diversity and how it affects this position
Experience
Essential
- Proven experience as a Medical Secretary
- Working within a busy environment
- Applying accurate data entry
- Proven experience in using data entry tools / IT systems
- Proven customer service skills
- Answering telephone enquiries / making outbound calls
- Correspondence / letter writing
- Worked as part of a team
- Ability to understand the purpose and goals of the task in hand
- Ability to ensure accuracy of activity by monitoring own standards and asking for appropriate support
- Ability to identify and progress forward with efficiencies
- To work under own initiative when appropriate
- Ability to manage own workloads understanding own priorities
- Excellent organizational skills
Desirable
- Reception Administration Clinical Administration experience
- Working with the general public
- Some knowledge of the NHS and clinical procedures
- To create and maintain records and reports
- Maintaining relationships with a wide range of clients
- Understand client requirements and translate into successful outcomes
- Worked as part of a team
- Maintaining relationships with a wide range of clients
- Understand client requirements and translate into successful outcomes
- Experience of working towards goals or targets
- Ability to identify and progress forward with efficiencies
- To work under own initiative when appropriate
- Helped to implement initiatives
- Excellent organizational skills
- Co-ordinating Rotas Diaries Workloads
Qualifications
Essential
- GCSE Grade A-C Maths and English (or equivalent)
Desirable
- Typing skills RSA or Equivalent
- Secretarial Qualification
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.
