Medical Secretary

Orchard Surgery

The closing date is 30 April 2025

Job summary

We are looking for friendly Medical administration/secretarial staff who will be part of a small dedicated team. We are looking for someone with excellent communication skills, who will work closely with our management and administrative teams to support our patients.

Working as part of a team the post-holder will assist the clinical team with the processing of patient referrals in a courteous, efficient and effective way so as they can access the appropriate service or healthcare professional. The post-holder will manage the expectations of patients, their carers or guardians, providing a good quality patient- focused service. The team are also responsible for processing patient documents into our practice and are integral to ensuring any patient journey and onward care is straightforward and supportive.

Main duties of the job

Audio typing of referral letters and reports via digital dictation.

Processing referral forms in a timely manner

Processing the incoming post and distributing internally

Processing the administration surrounding a patients death

Process all incoming patient related mail, whether paper or electronic

Scan/attach patient related documents onto their medical record on the day they are received wherever possible.

Add additional information about the source of the document

Code diagnoses and other information into the patients records according to Practice protocols to maintain accurate medical records.

Contact patient to book appointments if requested in incoming letters.

Forward the document to the relevant team or clinician according to Practice protocols

Store and dispose of documentation according to Practice protocols

Enter data into patient records resulting from other sources eg questionnaires.

Skills:- Strong organizational skills with the ability to multitask and prioritize tasks effectively- Excellent verbal and written communication skills- Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)- Attention to detail and accuracy in completing tasks- Ability to work independently with minimal supervision- Professional demeanour and strong interpersonal skills

Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, skills, or qualifications required for the role.

About us

Orchard Surgery in the centre of Horsham is a long established friendly practice with a comprehensive and experienced clinical and non- clinical team. We appreciate and support our staff in their role and offer opportunities to extend roles and learn new skills.

We have 5 GPs, 3 paramedics, 3 clinical pharmacists, 2 pharmacy techs, a First Contact Practitioner physiotherapist and our personalized care team comprising a social prescriber, health coach and care coordinator.

We are one of two practices in Park and Orchard Primary Care Network in Horsham. Our management team are actively involved in the running of the PCN and our GP managing partner is one of two PCN co-clinical directors. Our vision for our populations is closely aligned and our focus is on improving the care of our frail elderly housebound population and improving access and quality of womens health care in Horsham. The practice has recently been awarded funding to develop and establish a Womens Health Hub. We are working closely with community organisations in both these arenas. Within the practice we have a strong learning environment. We support clinical and non- clinical roles to progress. You will have access to regular clinical supervision and project meetings with the GP managing partner. We will support you to access agreed training requirements both within the practice or externally.

Date posted

02 April 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Part-time, Flexible working, Compressed hours

Reference number

A3989-25-0002

Job locations

Lower Tanbridge Way

Horsham

West Sussex

RH12 1PJ


Job description

Job responsibilities

Secretarial Support

Audio typing of referral letters reports via digital dictation.

Processing referral forms in a timely manner

Processing the incoming post and distributing internally

Processing the administration surrounding a patients death

Any other tasks, which might be reasonably asked of you to support Medical Administration.

General Duties

Attend and participate in team and Practice meetings as required

Have a good knowledge of Information Governance and Data Protection

Undertake training as necessary to ensure continued safe and effective performance

Attend external and in house mandatory training

Cover within the Medical Administration team for annual leave and sickness.

Any other tasks allocated by Medical Administration Lead, Practice Management or GP Partners

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 AND 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, to 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
  • 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 recognizes 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/PROFFESSIONAL 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.
  • Recognize peoples needs for alternative methods of communication and meet the Accessible Information Standard and respond accordingly.

CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES

The post-holder will

Apply the 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

Secretarial Support

Audio typing of referral letters reports via digital dictation.

Processing referral forms in a timely manner

Processing the incoming post and distributing internally

Processing the administration surrounding a patients death

Any other tasks, which might be reasonably asked of you to support Medical Administration.

General Duties

Attend and participate in team and Practice meetings as required

Have a good knowledge of Information Governance and Data Protection

Undertake training as necessary to ensure continued safe and effective performance

Attend external and in house mandatory training

Cover within the Medical Administration team for annual leave and sickness.

Any other tasks allocated by Medical Administration Lead, Practice Management or GP Partners

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 AND 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, to 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
  • 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 recognizes 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/PROFFESSIONAL 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.
  • Recognize peoples needs for alternative methods of communication and meet the Accessible Information Standard and respond accordingly.

CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES

The post-holder will

Apply the 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 to C in English and Maths
  • Experience in Microsoft Excel, Office, Word, Outlook

Desirable

  • Qualified to NVQ level 3
  • touch typing

Experience

Essential

  • At least one year medical secretary experience
  • At least one year working in the NHS

Desirable

  • Experience of working in a GP practice
  • Experience of working in primary care
  • Experience of working on Systmone
Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths
  • Experience in Microsoft Excel, Office, Word, Outlook

Desirable

  • Qualified to NVQ level 3
  • touch typing

Experience

Essential

  • At least one year medical secretary experience
  • At least one year working in the NHS

Desirable

  • Experience of working in a GP practice
  • Experience of working in primary care
  • Experience of working on Systmone

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

Orchard Surgery

Address

Lower Tanbridge Way

Horsham

West Sussex

RH12 1PJ


Employer's website

https://www.orchardsurgery.com/ (Opens in a new tab)

Employer details

Employer name

Orchard Surgery

Address

Lower Tanbridge Way

Horsham

West Sussex

RH12 1PJ


Employer's website

https://www.orchardsurgery.com/ (Opens in a new tab)

For questions about the job, contact:

Deputy Practice Manager

Bonnie Bradford

bonnie.bradford@nhs.net

Date posted

02 April 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Part-time, Flexible working, Compressed hours

Reference number

A3989-25-0002

Job locations

Lower Tanbridge Way

Horsham

West Sussex

RH12 1PJ


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