Medical Secretary

White Cliffs Medical Centre

Information:

This job is now closed

Job summary

An exciting opportunity has arisen to join a busy medical practice in Dover. We are a small, tight-knit and supportive team that works closely with our Primary Cate Network to deliver high standards of care to our patient population of around 9,500.

Ideally, we are looking for an experienced and proactive medical secretary to join our surgery, where you will work alongside our existing medical secretary to support the clinical team with their patient referrals. We are happy to consider a candidate who doesn't have a medical background, but they will need to have a secretarial background. 

The successful candidate will need to be a self-motivated individual with excellent attention to detail. Your communication skills must be first class alongside a professional and friendly manner. You must possess a high level of attention to detail, accuracy and an understanding of patient confidentiality.

Main duties of the job

  • To provide general secretarial support to the management team and doctors, involving word processing and audio typing skills with general clerical work.
  • Typing letters, reports and associated documentation as required
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

  • Managing e-referral lists, ensuring correct pathways are followed and liaising with clinicians as required
  • Managing and taking appropriate action of emails received from Secondary Care and third parties.
  • Managing the completion of safeguarding GP report requests.
  • Supporting integration & knowledge sharing across the practice.
  • Supporting other administrative and secretarial duties as required by the practice

About us

White Cliffs Medical Centre is based in a purpose built building just a short distance from Dover town centre and consists of two partners, four nurses and a three HCAs.

We also have a branch surgery in Shepherdswell.

We are a busy practice with a hardworking, dedicated and supportive team of reception/admin/dispensary staff, as well as our clinical team.

Date posted

08 March 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A3143-24-0000

Job locations

143 Folkestone Road

Dover

Kent

CT17 9SG


White Cliffs Medical Centre

Mill Lane

Shepherdswell

Dover

Kent

CT15 7QQ


Job description

Job 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:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Managing all enquires in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email

f. Processing calling letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records

h. Inputting data into the patient’s healthcare records as necessary

i. Processing referrals using the electronic referral system (ERS)

j. Processing requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms

k. Clinically coding data on EMIS

l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

o. Maintaining a clean, tidy, effective working area at all times

Supporting all clinical staff with general administrative tasks as requested

Job description

Job 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:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Managing all enquires in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email

f. Processing calling letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records

h. Inputting data into the patient’s healthcare records as necessary

i. Processing referrals using the electronic referral system (ERS)

j. Processing requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms

k. Clinically coding data on EMIS

l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

o. Maintaining a clean, tidy, effective working area at all times

Supporting all clinical staff with general administrative tasks as requested

Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent

Desirable

  • GCSE Mathematics and English (C or above)
  • NVQ Level 2 in Health and Social Care

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 and organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure

Desirable

  • EMIS user skills

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Experience of working in a healthcare setting as a medical secretary
Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent

Desirable

  • GCSE Mathematics and English (C or above)
  • NVQ Level 2 in Health and Social Care

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 and organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure

Desirable

  • EMIS user skills

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Experience of working in a healthcare setting as a medical secretary

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.

Employer details

Employer name

White Cliffs Medical Centre

Address

143 Folkestone Road

Dover

Kent

CT17 9SG


Employer's website

https://Whitecliffsmedicalcentre.co.uk (Opens in a new tab)

Employer details

Employer name

White Cliffs Medical Centre

Address

143 Folkestone Road

Dover

Kent

CT17 9SG


Employer's website

https://Whitecliffsmedicalcentre.co.uk (Opens in a new tab)

For questions about the job, contact:

Practice Manager

Tina Byrne

tina.byrne@nhs.net

01304201705

Date posted

08 March 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A3143-24-0000

Job locations

143 Folkestone Road

Dover

Kent

CT17 9SG


White Cliffs Medical Centre

Mill Lane

Shepherdswell

Dover

Kent

CT15 7QQ


Supporting documents

Privacy notice

White Cliffs Medical Centre's privacy notice (opens in a new tab)