Job summary
Come and join our
friendly Medical Secretary Team!
This vacancy is for 12 hours per week. You must meet the essential criteria when applying. We will be undertaking a typing test at point of interview.
As the post holder, you will work within the
Mayflower Medical Group of practices, which currently provides primary care
services to a registered practice population from five sites across
Plymouth.
Our Medical Secretaries
are part of a referral team, but you must be capable and confident to act
as a stand alone secretary if necessary.
You must have previous secretarial, typist experience for this position.
You must have a flexible
approach to the working day and week to meet the needs of the service, and
you must preserve confidentiality at all times, and be familiar with the Data Protection Act.
We have 3 levels of competence within the team, so plenty of training and development opportunities for you.
Main duties of the job
Key Responsibilities
Undertake all GP and Nurse Referrals for all five
Plymouth surgeries, Stirling Road, Ernesettle, Mount Gould, Mannamead and
Trelawny using software, Lexacom and SystmOne.
Respond to the teams in a professional manner, with a
helpful and problem-solving approach to all queries and requests for assistance
from staff or visitors.
Deal with rejected referrals.
Keep up to date with DRSS
and referral services processes, and update SystmOne with new referral
templates.
Manage the agenda and take minutes for the weekly
clinical meetings and Huddle meetings.
Support GPs with typing and
sending correspondences out.
Have up to date knowledge of
computer systems
Open and sort the mail for
staff according to agreed procedures.
Undertake any
administrative actions that the staff request verbally, via computer messaging
or from the courier mail.
Scan correspondence, reports
into the computerised record, ensuring that they can be easily retrieved.
Ensure that meeting rooms are
tidied at the end of the day and left ready for the following day.
For full list of main duties and responsibilities, please see the Job Description attached
About us
Would you like to join a large healthcare provider?
We are Livewell Primary Care Group, a newly formed primary care provider who were asked to take over the Mayflower Medical Group contract in 2022. We are a subsidiary of Livewell Southwest who deliver a variety of services and employ c.3,500 people and provide some support services functions to the Mayflower Group.
Our last CQC reported GOOD levels of patient care and GOOD management of patient safety with outstanding practice for governance.
Staff reported that they felt valued, heard, and supported by managers. The full inspection report is available on the CQC website.
Come and join us to really make a difference. We can arrange an initial teams or phone call to discuss.
Check out these benefits!
- Contributory pension scheme
- Free parking on or close to sites
- A variety of sites to work across, home working may be available, role dependant. Apprenticeships, training and development opportunities available.
Job description
Job responsibilities
Key Responsibilities
Undertake all GP and Nurse Referrals for all five Plymouth surgeries, Stirling Road, Ernesettle, Mount Gould, Mannamead and Trelawny using software, Lexacom and SystmOne.
Respond to the teams in a professional manner, with a helpful and problem-solving approach to all queries and requests for assistance from staff or visitors.
Deal with rejected referrals.
Keep up to date with DRSS and referral services processes, and update SystmOne with new referral templates.
Manage the agenda and take minutes for the weekly clinical meetings and Huddle meetings.
Support GPs with typing and sending correspondences out.
Have up to date knowledge of computer systems
Open and sort the mail for staff according to agreed procedures.
Undertake any administrative actions that the staff request verbally, via computer messaging or from the courier mail.
Scan correspondence, reports into the computerised record, ensuring that they can be easily retrieved.
Ensure that meeting rooms are tidied at the end of the day and left ready for the following day.
Receive and make telephone calls, using a helpful and problem-solving approach. Re-direct calls and take messages as appropriate.
Open premises at start of day and make necessary preparations to receive visitors.
Secure premises at end of day, ensuring that building is totally secure, lights off and alarm activated.
Inform appropriate staff of any day-to-day problems, together with any possible solutions.
Use internal and external email and the Internet to keep up to date and to send and receive messages.
Any other delegated duties considered appropriate to the post
To report any incidences of safety breaches, including but not limited to accidents, complaints, and defects in equipment.
Complete all paperwork and maintain administrative systems appropriate to Company needs.
Help colleagues ensuring smooth operations and to provide effective responses to both individual and group needs.
The post holder must maintain a safe environment, taking care to avoid injuries and assist the company in meeting statutory requirements.
Undertake all mandatory training and other training as required by the Employing Organisation and / or Line Manager.
Attend Staff meetings, check e-mails regularly and read all communications from the organisation to keep up to date with operational practices.
Wear Identification Badges when on duty / carrying out duties on behalf of the organisation.
Where supplied, wear the organisational uniform when undertaking duties on behalf of the organisation.Where uniform is not supplied, adhere to the organisational Dress Code.
Be flexible and cover for one another during periods of Annual leave and sickness to ensure the rota is fully covered.
Be conversant with local and organisational regulations and Health and Safety responsibilities.
To conform to and actively commit to and promote Devon Doctors Group Customer Service Standards both with internal and external stakeholders.
Apply infection control measures within the organisation according to local and national guidelines and Standard Operating Procedures
Abide by the NHS Code of Conduct
Comply with the Duty of Candour
There must be compliance with all policies, protocols, procedures and specific training on:
The safeguarding of children and vulnerable adults.
Infection prevention and control.
Equality and diversity.
Health and safety.
Information Governance.
Adherence to all protocols, policies and guidelines in line with Company requirements.
Job description
Job responsibilities
Key Responsibilities
Undertake all GP and Nurse Referrals for all five Plymouth surgeries, Stirling Road, Ernesettle, Mount Gould, Mannamead and Trelawny using software, Lexacom and SystmOne.
Respond to the teams in a professional manner, with a helpful and problem-solving approach to all queries and requests for assistance from staff or visitors.
Deal with rejected referrals.
Keep up to date with DRSS and referral services processes, and update SystmOne with new referral templates.
Manage the agenda and take minutes for the weekly clinical meetings and Huddle meetings.
Support GPs with typing and sending correspondences out.
Have up to date knowledge of computer systems
Open and sort the mail for staff according to agreed procedures.
Undertake any administrative actions that the staff request verbally, via computer messaging or from the courier mail.
Scan correspondence, reports into the computerised record, ensuring that they can be easily retrieved.
Ensure that meeting rooms are tidied at the end of the day and left ready for the following day.
Receive and make telephone calls, using a helpful and problem-solving approach. Re-direct calls and take messages as appropriate.
Open premises at start of day and make necessary preparations to receive visitors.
Secure premises at end of day, ensuring that building is totally secure, lights off and alarm activated.
Inform appropriate staff of any day-to-day problems, together with any possible solutions.
Use internal and external email and the Internet to keep up to date and to send and receive messages.
Any other delegated duties considered appropriate to the post
To report any incidences of safety breaches, including but not limited to accidents, complaints, and defects in equipment.
Complete all paperwork and maintain administrative systems appropriate to Company needs.
Help colleagues ensuring smooth operations and to provide effective responses to both individual and group needs.
The post holder must maintain a safe environment, taking care to avoid injuries and assist the company in meeting statutory requirements.
Undertake all mandatory training and other training as required by the Employing Organisation and / or Line Manager.
Attend Staff meetings, check e-mails regularly and read all communications from the organisation to keep up to date with operational practices.
Wear Identification Badges when on duty / carrying out duties on behalf of the organisation.
Where supplied, wear the organisational uniform when undertaking duties on behalf of the organisation.Where uniform is not supplied, adhere to the organisational Dress Code.
Be flexible and cover for one another during periods of Annual leave and sickness to ensure the rota is fully covered.
Be conversant with local and organisational regulations and Health and Safety responsibilities.
To conform to and actively commit to and promote Devon Doctors Group Customer Service Standards both with internal and external stakeholders.
Apply infection control measures within the organisation according to local and national guidelines and Standard Operating Procedures
Abide by the NHS Code of Conduct
Comply with the Duty of Candour
There must be compliance with all policies, protocols, procedures and specific training on:
The safeguarding of children and vulnerable adults.
Infection prevention and control.
Equality and diversity.
Health and safety.
Information Governance.
Adherence to all protocols, policies and guidelines in line with Company requirements.
Person Specification
Skills, Abilities & Communication
Essential
- Excellent interpersonal and communication skills both verbal and written.
- Computer literate in the use of a Windows-based PC
- Ability to cope with more than one task at a time and move between tasks as required.
- Attention to detail
- Committed to providing patient centred care.
- Ability to work as part of a multi-disciplinary team.
- Ability to use own judgment, resourcefulness, common sense, and knowledge to respond to queries and requests.
- Able to manage own time effectively.
- Ability to recognize and adhere to the need for strict confidentiality
- Audio-typing
Desirable
- Pragmatic approach to day-to-day irritations
- Able to respond positively to changing priorities and demands
Qualifications
Essential
- Good education with high level of numeracy and literacy skills
- Reception and Customer Care training
- Typing qualification or experience
- Secretarial experience
- Audio Typing
Desirable
- Windows based IT training, such as European Computer Driving License qualification or equivalent
- NVQ in Customer Care or Business administration
Experience
Essential
- Knowledge of basic secretarial requirements
- Previous secretarial/typist background
- Ability to work unsupervised
- Ability to cope in a stressful or emergency situation.
- Ability to cope in a stressful or emergency situation.
- Capable of being the only secretary in a building for a period of time
- Evidence of collaborative working within teams
Desirable
- Good knowledge of medical terminology
- Knowledge of Confidentiality and Information Security issues
- Use of Windows-based software and internet
- Decision making and problem-solving skills
- Use of SystmOne Clinical system
Person Specification
Skills, Abilities & Communication
Essential
- Excellent interpersonal and communication skills both verbal and written.
- Computer literate in the use of a Windows-based PC
- Ability to cope with more than one task at a time and move between tasks as required.
- Attention to detail
- Committed to providing patient centred care.
- Ability to work as part of a multi-disciplinary team.
- Ability to use own judgment, resourcefulness, common sense, and knowledge to respond to queries and requests.
- Able to manage own time effectively.
- Ability to recognize and adhere to the need for strict confidentiality
- Audio-typing
Desirable
- Pragmatic approach to day-to-day irritations
- Able to respond positively to changing priorities and demands
Qualifications
Essential
- Good education with high level of numeracy and literacy skills
- Reception and Customer Care training
- Typing qualification or experience
- Secretarial experience
- Audio Typing
Desirable
- Windows based IT training, such as European Computer Driving License qualification or equivalent
- NVQ in Customer Care or Business administration
Experience
Essential
- Knowledge of basic secretarial requirements
- Previous secretarial/typist background
- Ability to work unsupervised
- Ability to cope in a stressful or emergency situation.
- Ability to cope in a stressful or emergency situation.
- Capable of being the only secretary in a building for a period of time
- Evidence of collaborative working within teams
Desirable
- Good knowledge of medical terminology
- Knowledge of Confidentiality and Information Security issues
- Use of Windows-based software and internet
- Decision making and problem-solving skills
- Use of SystmOne Clinical system
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.
