Job summary
Please note this role is for 29 hours per week.
We
are looking for a motivated and committed individual to join our team
in the scenic Colne Valley as a Medical Secretary. We are located in the heart of the Pennines near the busy town of
Huddersfield. It is easily accessible to
both Leeds and Manchester.
CVGP
is one of the largest practices in Greater Huddersfield CCG, run over 2 sites and
providing care to a mix of traditional small West Yorkshire town and rural
populations.
Main duties of the job
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).
About us
You will
be joining a friendly and experienced team of 3 GP partners, 5 Salaried GPs, 6 Nursing/HCA staff, an Advanced Clinical Practitioner, a Pharmacist and 17 administration staff.
We
are a training practice hosting a GP Registrar, FY2 Doctors and Medical
Students and have an on-site pharmacy at one of our sites. We value our strong working relationships
with the wider Community Healthcare Team. CVGP is a member of The Valleys Primary Care Network. This means we have a number of additional roles at the practice via the PCN which include MSK Practitioners, Pharmacy Technicians, Social Prescriber Link Workers and Care Coordinators to name but a few.
We have a record of high QoF
achievement, a recent 'good' CQC rating (in all areas) and are paperlight with
SystmOne. Our shared aim is to provide comprehensive holistic patient care for our 10000 patients.
Job description
Job responsibilities
Primary key 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
- Managing all enquiries in an effective manner
- Maintaining an accurate referrals database
- Actioning all incoming email
- Processing calling letters as requested
- Scanning of patient related documentation and
attaching scanned documents to patients healthcare records
- Inputting data into the patients healthcare
records as necessary
- Processing referrals using the electronic
referral system (ERS)
- Processing requests for information i.e., SAR,
insurance/solicitors letters and DVLA forms
- Clinically coding data onto SystmOne.
- Answering incoming phone calls, transferring calls
or dealing with the callers request appropriately
- Managing all administrative queries as necessary
- Carrying out system searches as requested
- Maintaining a clean, tidy, effective working
area at all times
- Supporting 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 staff, providing cover during
staff absences
- Complete opening and closing procedures in
accordance with the duty rota
Job description
Job responsibilities
Primary key 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
- Managing all enquiries in an effective manner
- Maintaining an accurate referrals database
- Actioning all incoming email
- Processing calling letters as requested
- Scanning of patient related documentation and
attaching scanned documents to patients healthcare records
- Inputting data into the patients healthcare
records as necessary
- Processing referrals using the electronic
referral system (ERS)
- Processing requests for information i.e., SAR,
insurance/solicitors letters and DVLA forms
- Clinically coding data onto SystmOne.
- Answering incoming phone calls, transferring calls
or dealing with the callers request appropriately
- Managing all administrative queries as necessary
- Carrying out system searches as requested
- Maintaining a clean, tidy, effective working
area at all times
- Supporting 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 staff, providing cover during
staff absences
- Complete opening and closing procedures in
accordance with the duty rota
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- 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
- Flexibility to work outside of core office hours
Desirable
- Systmone skills and reporting.
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics and English (C or above)
Desirable
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting
Desirable
- Experience working in a healthcare setting as a medical secretary
- Experience of administrative duties
- Audio typing
- SystmOne user skills
Personal Qualities
Essential
- Polite and confident.
- Flexible and cooperative.
- Excellent interpersonal skills.
- Motivated and proactive.
- Ability to use initiative and judgement.
- Forward-thinker with a solution-focused approach.
- High levels of integrity and loyalty.
- Sensitive and empathetic in distressing situations.
- Ability to work under pressure.
- Confident, assertive, and resilient.
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- 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
- Flexibility to work outside of core office hours
Desirable
- Systmone skills and reporting.
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics and English (C or above)
Desirable
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting
Desirable
- Experience working in a healthcare setting as a medical secretary
- Experience of administrative duties
- Audio typing
- SystmOne user skills
Personal Qualities
Essential
- Polite and confident.
- Flexible and cooperative.
- Excellent interpersonal skills.
- Motivated and proactive.
- Ability to use initiative and judgement.
- Forward-thinker with a solution-focused approach.
- High levels of integrity and loyalty.
- Sensitive and empathetic in distressing situations.
- Ability to work under pressure.
- Confident, assertive, and resilient.
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.
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.
