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Medical Secretary

The Lansdowne Surgery

The closing date is 16 May 2025

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Job summary

Lansdowne Surgery are looking to recruit 2 experienced Medical Secretaries (Full time or Part time) to join our growing team. The post holder will help provide secretarial and administrative support to the clinical team as required for our 7,000 patients. This will include facilitating effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.

The Post holder will work closely with our administrative team and Operations Manager to cover all referrals, non-NHS work and professional communications on behalf of our 4 GP partners, 2 PA's and 1 ANP.

Main duties of the job

Main Duties/Key Tasks:

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the Administrator Supervisor/Operations Manager, dependent on current and evolving practice workload and staffing levels.

Ensuring doctors follow-up queries and outstanding issues.

Provide a full secretarial service to doctors and clinical staff as required, including audio transcribing, and complex referrals via the National Booking Service.

Act as a point of contact for patients and their doctors.

Liaise with other associated hospitals, their administrative staff and medical secretaries.

Scanning & attaching of letters and relevant correspondence into patients notes.

Provide recall systems where appropriate, using a task system.

Provide accurate data to enable patients to be registered properly on the database.

Review data for audit purposes

Ensure security of data at all times

Receive and act appropriately on incoming emails into the Surgery

To provide cover for members of the secretarial team during periods of sickness and annual leave.

Receive and act appropriately on incoming electronic tasks from secondary care organisations into the surgery.

About us

We are a small but busy rural Practice operating in Wiltshire, with a proactive involvement in a successful Primary Care Network. We actively participate in shared initiatives such as a Leg Club, Older Persons Team, Physician Associate Programme, First-Contact Physio Team and an effective Covid Vaccination Program.

We are a dynamic team who communicate well and adapt to change responsively.

Our PCN comprises 4 GP Practices, delivering patient centred care to circa 30,000 residents. By working together in a Network, each Practice is able to offer a wider range of services, giving patients faster and more efficient access to the right care and support.

The Devizes PCN is a progressive organisation with a positive and pro-active team culture. We strive to ensure that our colleagues feel well supported both operationally and developmentally. We look forward to hearing from candidates who will thrive within this environment.

The NHS pension scheme is available at the Practice with an opt out option if required.

Date posted

25 April 2025

Pay scheme

Other

Salary

£12.53 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

A5785-25-0002

Job locations

The Lansdowne Surgery

Waiblingen Way

Devizes

Wiltshire

SN10 2BU


Job description

Job responsibilities

Competencies

Sound knowledge of Windows and MS Office

Awareness of data security requirements

IT literate (CLAIT or equivalent qualification)

Good verbal and written communication skills

Problem solving skills

Flexible approach, team player, good sense of humour

Knowledge of Systm One would be an advantage

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 & 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/Professional 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 recognize 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 respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

Apply 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

Competencies

Sound knowledge of Windows and MS Office

Awareness of data security requirements

IT literate (CLAIT or equivalent qualification)

Good verbal and written communication skills

Problem solving skills

Flexible approach, team player, good sense of humour

Knowledge of Systm One would be an advantage

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 & 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/Professional 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 recognize 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 respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

Apply 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

Experience

Essential

  • GP Secretarial Experience

Desirable

  • SystmOne Experience
  • AccurX Experience
Person Specification

Experience

Essential

  • GP Secretarial Experience

Desirable

  • SystmOne Experience
  • AccurX Experience

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

The Lansdowne Surgery

Address

The Lansdowne Surgery

Waiblingen Way

Devizes

Wiltshire

SN10 2BU


Employer's website

https://www.devizespcn.nhs.uk/lansdowne-surgery/ (Opens in a new tab)

Employer details

Employer name

The Lansdowne Surgery

Address

The Lansdowne Surgery

Waiblingen Way

Devizes

Wiltshire

SN10 2BU


Employer's website

https://www.devizespcn.nhs.uk/lansdowne-surgery/ (Opens in a new tab)

For questions about the job, contact:

Operations Manager

Toby Botwright

lansdownesurgery@nhs.net

0138072227

Date posted

25 April 2025

Pay scheme

Other

Salary

£12.53 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

A5785-25-0002

Job locations

The Lansdowne Surgery

Waiblingen Way

Devizes

Wiltshire

SN10 2BU


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