Job summary
We are seeking a dedicated and detail-oriented Medical Secretary to join our healthcare team. The ideal candidate will play a crucial role in ensuring the smooth operation of our medical practice by providing exceptional administrative support. This position requires strong organisational skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.
Main duties of the job
To provide general secretarial support to the practice
manager, doctors and health professionals, involving word processing and audio
typing skills, as well as other GP Practice clerical duties.
About us
We have a close knit, valued practice team and are currently made up of 2 GP Partners, plus 2 Salaried GPs, Advanced Clinical Practitioner, Practice Nurses, Health Care Assistant and a range of administrative staff. We have a patient list size of 5,850 in a mixed suburban area working from modern purpose built premises.
We also have strong and committed relationships with our neighbouring Seacroft Primary Care Network (PCN) practices
which include Foundry Lane Surgery, Oakwood Lane Medical Practice and Windmill
Health Centre.
We provide automatic enrolment in to the NHS Pension.
On-site parking for staff is available.
Job description
Job responsibilities
Key Responsibilities
- Manage and maintain patient records, ensuring confidentiality and compliance with data protection regulations.
- Schedule and confirm appointments for patients, coordinating with medical staff as necessary.
- Answer phone calls and respond to inquiries from patients and healthcare professionals in a professional manner.
- 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.
- Maintain clinical system appointment rotas.
- Maintaining an accurate referrals database.
- Actioning all incoming email.
- Scanning patient related documentation and attaching scanned documents to patients healthcare records.
- Inputting coded data into the patients healthcare records as necessary.
- Processing referrals using the electronic referral system (E-RS).
- Processing requests for information i.e., SAR, insurance/solicitors letters, DVLA and DWP forms.
- Produce meeting agendas and record the minutes of meetings.
- Managing all administrative queries as necessary.
- Carrying out clinical system searches as requested.
- Supporting all clinical staff with general administrative tasks as requested.
- In addition to the primary responsibilities, the Medical Secretary may be requested to:
- Partake in audit as directed by the audit lead
- Periodically reviewing the national cervical screening portal and sending out appointment reminders to patients as required
- Support reception staff, providing cover during staff absences
- Complete opening and closing procedures of the premises in accordance with the duty rota
Job description
Job responsibilities
Key Responsibilities
- Manage and maintain patient records, ensuring confidentiality and compliance with data protection regulations.
- Schedule and confirm appointments for patients, coordinating with medical staff as necessary.
- Answer phone calls and respond to inquiries from patients and healthcare professionals in a professional manner.
- 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.
- Maintain clinical system appointment rotas.
- Maintaining an accurate referrals database.
- Actioning all incoming email.
- Scanning patient related documentation and attaching scanned documents to patients healthcare records.
- Inputting coded data into the patients healthcare records as necessary.
- Processing referrals using the electronic referral system (E-RS).
- Processing requests for information i.e., SAR, insurance/solicitors letters, DVLA and DWP forms.
- Produce meeting agendas and record the minutes of meetings.
- Managing all administrative queries as necessary.
- Carrying out clinical system searches as requested.
- Supporting all clinical staff with general administrative tasks as requested.
- In addition to the primary responsibilities, the Medical Secretary may be requested to:
- Partake in audit as directed by the audit lead
- Periodically reviewing the national cervical screening portal and sending out appointment reminders to patients as required
- Support reception staff, providing cover during staff absences
- Complete opening and closing procedures of the premises in accordance with the duty rota
Person Specification
Physical Requirements
Essential
Desirable
- Hold a UK Driving Licence
Experience
Essential
- High level of accuracy in presentation of information.
- Good standard of English speaking and writing.
- High Level of Organisational and Time Management skills.
- Experience of dealing with the public on the phone and face to face.
- Understands the need to maintain data security and confidentiality of information.
- Excellent communication skills, both verbal and written, with a focus on customer service.
- Ability to work independently as well as part of a team, demonstrating flexibility and adaptability in a dynamic environment.
Desirable
- Experience of working in secretarial role in a healthcare setting.
- Previous experience in an administrative or office role is essential, preferably within a healthcare setting.
- Knowledge of the SystmOne clinical system is preferable, but training can be provided.
- Strong knowledge of medical terminology and familiarity with healthcare procedures is advantageous.
- Proficiency in using office software applications such as Microsoft Office Suite (Word, Excel, Outlook).
Qualifications
Essential
- Educated to GCSE level or equivalent, including English and Maths
Desirable
- Appropriate NVQ III Certificate (e.g. Business Administration, Secretarial Support etc) or equivalent level qualifications / relevant experience
- Audio typing skills
Person Specification
Physical Requirements
Essential
Desirable
- Hold a UK Driving Licence
Experience
Essential
- High level of accuracy in presentation of information.
- Good standard of English speaking and writing.
- High Level of Organisational and Time Management skills.
- Experience of dealing with the public on the phone and face to face.
- Understands the need to maintain data security and confidentiality of information.
- Excellent communication skills, both verbal and written, with a focus on customer service.
- Ability to work independently as well as part of a team, demonstrating flexibility and adaptability in a dynamic environment.
Desirable
- Experience of working in secretarial role in a healthcare setting.
- Previous experience in an administrative or office role is essential, preferably within a healthcare setting.
- Knowledge of the SystmOne clinical system is preferable, but training can be provided.
- Strong knowledge of medical terminology and familiarity with healthcare procedures is advantageous.
- Proficiency in using office software applications such as Microsoft Office Suite (Word, Excel, Outlook).
Qualifications
Essential
- Educated to GCSE level or equivalent, including English and Maths
Desirable
- Appropriate NVQ III Certificate (e.g. Business Administration, Secretarial Support etc) or equivalent level qualifications / relevant experience
- Audio typing skills
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.
