Job summary
Medical Secretary - Full / Part Time
We require a Medical Secretary to join our friendly, hardworking & capable secretarial team who provide key support to our clinical teams.
Our practice is made up of a clinical team comprising 6 GP Partners, 9 Salaried GP's, 2 Advanced Nurse Practitioners, 3 Practice Nurses & 2 Health Care Assistants. We also have a non clinical team compromised of the following; Operations Team (3), Reception Team (10), Admin Team (6) & Secretary Team (2). This post will sit within the Secretarial Team and will support our clinical team provide care to 19,500 patients within Warwick.
Priory Medical Centre is a town centre located GP surgery housed in brand new purpose built premises. These new premises create a light, spacious environment for both patients & staff alike.
We are a teaching practice with a regular allocation of trainees, we also demonstrate strong performance in QOF, CQC reports, and have a good dashboard and funnel chart measures within our CCG area. We are also a forward thinking practice & like to develop and move forward.
Main duties of the job
- 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.
Job responsibilities:
- Typing letters, reports and associated documentation as required
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Managing all enquiries in an effective manner
- Maintaining an accurate referrals database
- Actioning all incoming emails
- Processing calling letters as requested
- Inputting data into the patient's healthcare records as necessary
- Processing referrals using the electronic referral system (ERS)
- Clinically coding data in EMIS
- Answering incoming phone calls, transferring calls or dealing with the callers request accordingly
- Managing all administrative queries as necessary
About us
Our team of 6 GP Partners, 9 salaried GPs, 2 Advanced Nurse Practitioners, 2 Practice Nurses and 2 Health Care Assistants serve 19,500 patients in Warwick. We also have a full complement of Allied Health Professionals on hand to further complement the team. We also co-work with the innovative Oken Community Nurse project.
Our non clinical team (which this post will be part of) is compromised of the Operations Team (3), Reception Team (10), Admin Team (6) & Secretary Team (2).
The practice are active within our PCN & GP Federation, and regularly work collaboratively with our practices within the PCN.
We have recently relocated into purpose built, spacious premises in June 2021 offering a light, spacious, collaborative & pleasant working environment for all staff.
Job description
Job responsibilities
JOB DESCRIPTION
JOB TITLE: Medical
Secretary
REPORTS TO: Operations Manager
HOURS: Full / Part Time
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.
Job responsibilities:
- Typing letters, reports and associated documentation as required
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Managing all enquiries in an effective manner
- Maintaining an accurate referrals database
- Actioning all incoming emails
- Processing calling letters as requested
- Inputting data into the patient's healthcare records as necessary
- Processing referrals using the electronic referral system (ERS)
- Clinically coding data in EMIS
- Answering incoming phone calls, transferring calls or dealing with the callers request accordingly
- Managing all administrative queries as necessary
- Maintain a tidy and well organised office and work station
Confidentiality:
- In
the course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive information in relation to their health and other
matters. They do so in confidence
and have the right to expect that staff will respect their privacy and act
appropriately
- In
the performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to
patients and their carers, practice staff and other healthcare
workers. They may also have access to
information relating to the practice as a business organisation. All
such information from any source is to be regarded as strictly
confidential
- Information
relating to patients, carers, colleagues, other healthcare workers or the
business of the practice may only be divulged to authorised persons in
accordance with the practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their
own and others health, safety and security as defined in the practice Health
& Safety Policy, the practice Health & Safety Manual, and the practice
Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace
according to practice guidelines
- Identifying the risks involved in work activities and
undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge
and skills
- Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and
infection hazards immediately when recognised
- Keeping own work areas and general / patient areas
generally clean, assisting in the maintenance of general standards of
cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training
(minimum annually)
- Reporting potential risks identified
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.
Personal/Professional Development:
The
post-holder 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
Quality:
The
post-holder will strive to maintain quality within the practice, and will:
- Alert other team
members to issues of quality and risk
- Assess own
performance and take accountability for own actions, either directly or
under supervision
- 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
- Work effectively
with individuals in other agencies to meet patients needs
- Effectively
manage own time, workload and resources
Communication:
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognise
peoples needs for alternative methods of communication and respond
accordingly
Contribution to the Implementation of Services:
The
post-holder will:
- Apply practice
policies, standards and guidance
- Discuss with
other members of the team how the policies, standards and guidelines will
affect own work
- Participate in
audit where appropriate
Job description
Job responsibilities
JOB DESCRIPTION
JOB TITLE: Medical
Secretary
REPORTS TO: Operations Manager
HOURS: Full / Part Time
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.
Job responsibilities:
- Typing letters, reports and associated documentation as required
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Managing all enquiries in an effective manner
- Maintaining an accurate referrals database
- Actioning all incoming emails
- Processing calling letters as requested
- Inputting data into the patient's healthcare records as necessary
- Processing referrals using the electronic referral system (ERS)
- Clinically coding data in EMIS
- Answering incoming phone calls, transferring calls or dealing with the callers request accordingly
- Managing all administrative queries as necessary
- Maintain a tidy and well organised office and work station
Confidentiality:
- In
the course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive information in relation to their health and other
matters. They do so in confidence
and have the right to expect that staff will respect their privacy and act
appropriately
- In
the performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to
patients and their carers, practice staff and other healthcare
workers. They may also have access to
information relating to the practice as a business organisation. All
such information from any source is to be regarded as strictly
confidential
- Information
relating to patients, carers, colleagues, other healthcare workers or the
business of the practice may only be divulged to authorised persons in
accordance with the practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their
own and others health, safety and security as defined in the practice Health
& Safety Policy, the practice Health & Safety Manual, and the practice
Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace
according to practice guidelines
- Identifying the risks involved in work activities and
undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge
and skills
- Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and
infection hazards immediately when recognised
- Keeping own work areas and general / patient areas
generally clean, assisting in the maintenance of general standards of
cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training
(minimum annually)
- Reporting potential risks identified
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.
Personal/Professional Development:
The
post-holder 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
Quality:
The
post-holder will strive to maintain quality within the practice, and will:
- Alert other team
members to issues of quality and risk
- Assess own
performance and take accountability for own actions, either directly or
under supervision
- 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
- Work effectively
with individuals in other agencies to meet patients needs
- Effectively
manage own time, workload and resources
Communication:
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognise
peoples needs for alternative methods of communication and respond
accordingly
Contribution to the Implementation of Services:
The
post-holder will:
- Apply practice
policies, standards and guidance
- Discuss with
other members of the team how the policies, standards and guidelines will
affect own work
- Participate in
audit where appropriate
Person Specification
Qualifications
Essential
- GCSE grade A - D in English & Maths
Desirable
- Administrator based qualification
Additional Skills / Qualities
Essential
- Team worker
- Problem solver
- Good written & verbal communication
- Good time management skills
- Good IT skills
Desirable
- Ability to communicate with various agencies regarding sensitive matters
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting as a medical secretary
- Experience of adminstrative duties
- Experience of working with IT & technology based systems
- Experience of working without direction
- Experience of working in a team environment
- Experience of problem solving
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
- Experience of using Lexacom
- Experience of EMIS
- Experience of Docman
Person Specification
Qualifications
Essential
- GCSE grade A - D in English & Maths
Desirable
- Administrator based qualification
Additional Skills / Qualities
Essential
- Team worker
- Problem solver
- Good written & verbal communication
- Good time management skills
- Good IT skills
Desirable
- Ability to communicate with various agencies regarding sensitive matters
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting as a medical secretary
- Experience of adminstrative duties
- Experience of working with IT & technology based systems
- Experience of working without direction
- Experience of working in a team environment
- Experience of problem solving
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
- Experience of using Lexacom
- Experience of EMIS
- Experience of Docman
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.
