Job summary
An exciting opportunity has arisen for a motivated individual to
join Washway Road Medical Centre as a Medical Secretary.
We are looking for an enthusiastic person to join our large, friendly
team to provide an efficient administrative service to our GPs.
You will work alongside the existing secretarial team to provide
comprehensive, efficient typing and administration duties. You will need to be
a highly motivated and flexible team player with excellent organisational and
communication skills. The ability to work under pressure and effectively
prioritise your own workload is essential. We are looking for a candidate with
high standards and an eye for detail. You must have the ability to multi-task
and work in a busy, ever changing environment. You will be able to work on your
own initiative as well as within a team, with well-developed communication and
interpersonal skills.
You will play an essential role within our whole practice team,
helping to provide a high standard of service and care for our patients.
Main duties of the job
To provide clinicians with an accurate
and timely secretarial service, primarily involving the referral of patients for secondary or
social care.
To
assist patients with referral or appointment queries in a responsive,
willing and helpful manner.
To work
with the doctors, support staff and other Primary Health Care Team (PHCT)
colleagues, as a team, in helping to achieve a good standard of service for our
patients.
About us
Washway Road Medical Centre is a centrally located, busy, friendly GP
practice, providing good quality medical care to its 16,357 patients. The practice is approved to train future GPs
and doctors as part of their overall medical training as well as teaching
medical students. We are therefore
focussed towards on-going education and learning, supporting all learners in
the changing healthcare environment.
It is our ethos to
treat others how we ourselves would wish to be treated, so it is important that
anyone joining our team shares similar values.
Our website www.wrmc.org.uk gives more information
about our services, facilities and team.
Job description
Job responsibilities
PRINCIPLE RESPONSIBILITIES:
Secretarial Duties
- Accurate and timely transcription of digital dictation to word processor according to current procedural standards; prioritising as appropriate.
- Arrange hospital out-patient appointments and/or follow-up at GPs request and inform patients as appropriate.
- Liaise with hospital colleagues as necessary.
- Dispatch referral letters to secondary care, electronically, by email or post to current procedural standards.
- Respond to all queries from, or relating to our patients, or other visitors, taking account of appropriate confidentiality measures and where necessary after consulting with a doctor.
- Pass accurate and timely messages to the doctors and other members of the PHCT.
- Provide word processing services relating to practice matters for other staff, on request.
- Organise recall of patients on request, by letter, phone or face-to-face, opportunistically.
General Administration:
- Pass accurate and timely messages to the clinicians and other PHCT members; take action as appropriate.
- Maintain statistics regarding referrals for report and audit purposes.
- Maintain information files regarding secondary care services and other professional agencies.
- Update referral information and forms and communicate changes throughout the practice.
- Actively participate in relevant audit topics.
IT System:
- Maintain up-to-date patients' basic demographic data on computer.
- File hospital and practice generated correspondence in medical records to current procedural standards.
- Maintain periodic backup of information, stored safely according to current procedure.
- Comply with all GDPR and Caldicott principles in the handling of patient data.
General Duties:
- Maintain close and effective liaison with colleagues.
- Work collaboratively with colleagues across all teams to ensure good quality patient services.
- Liaise and engage in timely communication with other PHCT professionals and sessional members, as necessary.
- Responsible for safe use of equipment in own area.
- Responsible for stock control for own area of work.
- Understand and adhere to the practices policies on security, infection control and Health & Safety regulations.
- Understand and adhere to other statutory regulations that are required of the practice.
- Attend and actively participate in mandatory training events and whenever possible in other relevant training events and practice meetings.
- Actively participate in annual appraisal process.
- Work towards achieving the years organisational objectives.
- Work flexibly to enable seamless cover for colleagues annual, sick & study leave.
- Undertake additional duties as may from time to time be necessary, commensurate with the post.
Job description
Job responsibilities
PRINCIPLE RESPONSIBILITIES:
Secretarial Duties
- Accurate and timely transcription of digital dictation to word processor according to current procedural standards; prioritising as appropriate.
- Arrange hospital out-patient appointments and/or follow-up at GPs request and inform patients as appropriate.
- Liaise with hospital colleagues as necessary.
- Dispatch referral letters to secondary care, electronically, by email or post to current procedural standards.
- Respond to all queries from, or relating to our patients, or other visitors, taking account of appropriate confidentiality measures and where necessary after consulting with a doctor.
- Pass accurate and timely messages to the doctors and other members of the PHCT.
- Provide word processing services relating to practice matters for other staff, on request.
- Organise recall of patients on request, by letter, phone or face-to-face, opportunistically.
General Administration:
- Pass accurate and timely messages to the clinicians and other PHCT members; take action as appropriate.
- Maintain statistics regarding referrals for report and audit purposes.
- Maintain information files regarding secondary care services and other professional agencies.
- Update referral information and forms and communicate changes throughout the practice.
- Actively participate in relevant audit topics.
IT System:
- Maintain up-to-date patients' basic demographic data on computer.
- File hospital and practice generated correspondence in medical records to current procedural standards.
- Maintain periodic backup of information, stored safely according to current procedure.
- Comply with all GDPR and Caldicott principles in the handling of patient data.
General Duties:
- Maintain close and effective liaison with colleagues.
- Work collaboratively with colleagues across all teams to ensure good quality patient services.
- Liaise and engage in timely communication with other PHCT professionals and sessional members, as necessary.
- Responsible for safe use of equipment in own area.
- Responsible for stock control for own area of work.
- Understand and adhere to the practices policies on security, infection control and Health & Safety regulations.
- Understand and adhere to other statutory regulations that are required of the practice.
- Attend and actively participate in mandatory training events and whenever possible in other relevant training events and practice meetings.
- Actively participate in annual appraisal process.
- Work towards achieving the years organisational objectives.
- Work flexibly to enable seamless cover for colleagues annual, sick & study leave.
- Undertake additional duties as may from time to time be necessary, commensurate with the post.
Person Specification
Experience
Essential
- Customer service training/experience;
- Experience of dealing with the public;
Desirable
- Experience using EMIS Web software;
Qualifications
Essential
- Excellent written and verbal communication skills;
- Excellent inter-personal skills;
- Good listening skills;
- Clear, legible handwriting;
- Accurate work with good attention to detail;
- Good general education including formal school qualifications;
- Basic keyboard skills;
- An understanding of basic Health & Safety issues;
- Show tact, diplomacy and treat others with sensitivity, empathy and caring;
- Ability to use common sense/be resourceful;
- Ability to work on own initiative;
- Ability to remain calm under pressure;
- Ability to work in a busy environment and prioritise;
- Flexibility in attitude and working patterns;
- Willingness to learn/undertake training as appropriate to the post;
- Express a desire to help others;
- Ability to work willingly as part of a team;
- Understanding of confidentiality issues in general practice;
Desirable
- Evidence of further study/self-development within the last 5 years;
- ECDL qualification;
- AMSPAR certificate in Health Service Administration or equivalent experience;
Other
Essential
- Smart and tidy appearance;
- Fit to work in a sedentary position using display screen equipment
- Fit to work, occasionally at height and with some manual handling tasks
- Good time-keeping and attendance record;
- Able to work the stated hours.
Desirable
Person Specification
Experience
Essential
- Customer service training/experience;
- Experience of dealing with the public;
Desirable
- Experience using EMIS Web software;
Qualifications
Essential
- Excellent written and verbal communication skills;
- Excellent inter-personal skills;
- Good listening skills;
- Clear, legible handwriting;
- Accurate work with good attention to detail;
- Good general education including formal school qualifications;
- Basic keyboard skills;
- An understanding of basic Health & Safety issues;
- Show tact, diplomacy and treat others with sensitivity, empathy and caring;
- Ability to use common sense/be resourceful;
- Ability to work on own initiative;
- Ability to remain calm under pressure;
- Ability to work in a busy environment and prioritise;
- Flexibility in attitude and working patterns;
- Willingness to learn/undertake training as appropriate to the post;
- Express a desire to help others;
- Ability to work willingly as part of a team;
- Understanding of confidentiality issues in general practice;
Desirable
- Evidence of further study/self-development within the last 5 years;
- ECDL qualification;
- AMSPAR certificate in Health Service Administration or equivalent experience;
Other
Essential
- Smart and tidy appearance;
- Fit to work in a sedentary position using display screen equipment
- Fit to work, occasionally at height and with some manual handling tasks
- Good time-keeping and attendance record;
- Able to work the stated hours.
Desirable
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.