Job summary
This role is being advertised by One Wight Health, GP Federation on behalf of Cowes Medical Centre.Cowes Medical Centre will remain the substantive employer for this vacancy.
Full or Part Time opportunity; From 3 days up to 5 days per week, potential for
school hours e.g 9:30 - 14:30 pm
Interviews to be scheduled for Week commencing 16th January 2023
The Medical Secretary provides administrative support to our clinicians and operational management. You
will be the main point of contact for patient referrals, so understanding a patients journey from
appointments through to referral to a hospital/service and back is an advantage. You will be liaising on
sensitive medical information, so a caring customer service communication style is important
Main duties of the job
Duties will include all aspects of administrative and secretarial work, including preparing formal written
correspondence, co-ordinating and processing correspondence for patient referrals, transportation
arrangements for patients, data entry onto patient records and patient liaison. The tasks and responsibilities
to be undertaken may include any or all of the items in the following lists, dependent on current and evolving
practice workload and staffing levels
About us
Cowes Medical Centre
O
Our mission is to provide sustainable, good quality, safe, people-centred primary care services to patients,
and temporary residents, in our locality. To do so we tailor patient services to population types, focus
resources where they are most needed, co-ordinate with related services and listen to our patients and staff.
We offer employees a challenging, but rewarding role, market rate competitive base salary, excellent
contributory pension terms, generous holiday allowance and a friendly, supportive working environment.
Job description
Job responsibilities
Medical Secretary / Administrator
The Medical Secretary provides administrative support to our clinicians and operational management. You
will be the main point of contact for patient referrals, so understanding a patients journey from
appointments through to referral to a hospital/service and back is an advantage. You will be liaising on
sensitive medical information, so a caring customer service communication style is important.
To thrive in this role, you will enjoy the challenge of multi-tasking that require you to use your exceptional
organisational and prioritising skills, combined with top level attention to detail.
Problem solving on a day to
day basis on issues relating to your work, you will also enjoy working closely as a team to achieve shared
objectives and ensure daily priorities are delivered.
Key Tasks & Responsibilities
Duties will include all aspects of administrative and secretarial work, including preparing formal written
correspondence, co-ordinating and processing correspondence for patient referrals, transportation
arrangements for patients, data entry onto patient records and patient liaison. The tasks and responsibilities
to be undertaken may include any or all of the items in the following lists, dependent on current and evolving
practice workload and staffing levels:
To be responsible for the administration of patient referral processing, ensuring that all elements are
dealt with in accordance with timescales, and that nothing is missed, such as rejected referrals or
patients failing to book an appointment.
Chase and/or expedite documentation to help ensure a safe and responsive service for our patients.
Support on submissions to the Medical Examiner and the Coroner.
Submit notices of infection disease.
Respond to enquiries and liaise with patients, carers, secretaries, NHS administrators, consultants etc
building/maintaining good working relationships.
To provide an efficient transcription service, copy typing and drafting of letters for clinicians as required,
taking care the document is accurate, checked for spelling and grammar and the content flows and is
structured appropriately. Ensure the document is sent to the appropriate recipient.
Work as a team to ensure the smooth running of the secretarial support.
Ensure patient information is kept secure and confidential at all times.
Maintain accurate Patient records promptly and quickly - entering data in accordance with reporting
requirements.
Support developing and installing letter templates.
Arrange transport (hospital car/ambulance) for patients as per the protocol, and liaise with the patient
or their carer on this.
Expedite appointments/tests as required.
Check emails and tasks and deal with them appropriately.
Establish and maintain filing and administrative systems for non-patient related information.
Provide meeting administration and minute taking.
Escalate any problems to your line manager or practice business manager that you need support with.
Provide cover for members of the secretarial team during periods of sickness and annual leave.
To support the wider team, you may be asked to carry out any other duties as may reasonably be
requested.
Job description
Job responsibilities
Medical Secretary / Administrator
The Medical Secretary provides administrative support to our clinicians and operational management. You
will be the main point of contact for patient referrals, so understanding a patients journey from
appointments through to referral to a hospital/service and back is an advantage. You will be liaising on
sensitive medical information, so a caring customer service communication style is important.
To thrive in this role, you will enjoy the challenge of multi-tasking that require you to use your exceptional
organisational and prioritising skills, combined with top level attention to detail.
Problem solving on a day to
day basis on issues relating to your work, you will also enjoy working closely as a team to achieve shared
objectives and ensure daily priorities are delivered.
Key Tasks & Responsibilities
Duties will include all aspects of administrative and secretarial work, including preparing formal written
correspondence, co-ordinating and processing correspondence for patient referrals, transportation
arrangements for patients, data entry onto patient records and patient liaison. The tasks and responsibilities
to be undertaken may include any or all of the items in the following lists, dependent on current and evolving
practice workload and staffing levels:
To be responsible for the administration of patient referral processing, ensuring that all elements are
dealt with in accordance with timescales, and that nothing is missed, such as rejected referrals or
patients failing to book an appointment.
Chase and/or expedite documentation to help ensure a safe and responsive service for our patients.
Support on submissions to the Medical Examiner and the Coroner.
Submit notices of infection disease.
Respond to enquiries and liaise with patients, carers, secretaries, NHS administrators, consultants etc
building/maintaining good working relationships.
To provide an efficient transcription service, copy typing and drafting of letters for clinicians as required,
taking care the document is accurate, checked for spelling and grammar and the content flows and is
structured appropriately. Ensure the document is sent to the appropriate recipient.
Work as a team to ensure the smooth running of the secretarial support.
Ensure patient information is kept secure and confidential at all times.
Maintain accurate Patient records promptly and quickly - entering data in accordance with reporting
requirements.
Support developing and installing letter templates.
Arrange transport (hospital car/ambulance) for patients as per the protocol, and liaise with the patient
or their carer on this.
Expedite appointments/tests as required.
Check emails and tasks and deal with them appropriately.
Establish and maintain filing and administrative systems for non-patient related information.
Provide meeting administration and minute taking.
Escalate any problems to your line manager or practice business manager that you need support with.
Provide cover for members of the secretarial team during periods of sickness and annual leave.
To support the wider team, you may be asked to carry out any other duties as may reasonably be
requested.
Person Specification
Qualifications
Essential
- Minimum of English GCSE B or equivalent
- Typing/Word Processing qualification
Desirable
- Evidence of Medical Terminology training
- Shorthand qualification
Technical
Essential
- Previous work as a secretary
- Touch-typist
- Microsoft office Word, Excel & PowerPoint
- Audio typing skills
Desirable
- Previous experience of work as a medical secretary / medical terminology
- Previous experience of working in a GP Practice
- Previous knowledge of SystmOne
Other requirements
Essential
- Ability to cope with sensitive matters
- Willingness to work additional hours to cover the holiday/sick leave of other secretaries
Skills
Essential
- Excellent customer service skills
- Excellent verbal and written communication skills
- Problem solving skills
- Ability to work without direct supervision
- Ability to manage time and workload
- Manage multiple tasks and conflicting demands
- Ability to work under pressure
- Ability to work as part of an integrated multi-skilled team
Personal Qualities
Essential
- Reliable, trustworthy and conscientious
- Polite, good mannered, pleasant, cheerful and with smart, clean & well-presented appearance
- Enthusiastic and a self-starter
Desirable
- Flexible approach to duties and working arrangements
- Able to pick up what is happening around you and be able to show a
- proactive approach to delivering an excellent support service.
Person Specification
Qualifications
Essential
- Minimum of English GCSE B or equivalent
- Typing/Word Processing qualification
Desirable
- Evidence of Medical Terminology training
- Shorthand qualification
Technical
Essential
- Previous work as a secretary
- Touch-typist
- Microsoft office Word, Excel & PowerPoint
- Audio typing skills
Desirable
- Previous experience of work as a medical secretary / medical terminology
- Previous experience of working in a GP Practice
- Previous knowledge of SystmOne
Other requirements
Essential
- Ability to cope with sensitive matters
- Willingness to work additional hours to cover the holiday/sick leave of other secretaries
Skills
Essential
- Excellent customer service skills
- Excellent verbal and written communication skills
- Problem solving skills
- Ability to work without direct supervision
- Ability to manage time and workload
- Manage multiple tasks and conflicting demands
- Ability to work under pressure
- Ability to work as part of an integrated multi-skilled team
Personal Qualities
Essential
- Reliable, trustworthy and conscientious
- Polite, good mannered, pleasant, cheerful and with smart, clean & well-presented appearance
- Enthusiastic and a self-starter
Desirable
- Flexible approach to duties and working arrangements
- Able to pick up what is happening around you and be able to show a
- proactive approach to delivering an excellent support service.
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.
