Job Title: Medical Secretary
Reports To: Practice Manager
Hours
19 hours per week
Wednesday - 10.30am - 5.30pm (30-minute unpaid break)
Thursday - 11am - 5pm
Friday - 9.30am - 4.30pm (30-minute unpaid break)
Total hours: 19 hours per week
Job summary
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Main duties
- To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
- Booking patients into appropriate clinics by logging on to the Choose and Book system and selecting the appropriate speciality and clinic type as necessary.
- Informing patients of appointment details by post or phone.
- Managing worklists to ensure patients are seen under the 18 weeks guidelines.
- Liaising with consultants’ secretaries and other health professionals regarding patient appointments, clinic letters, results and any other queries.
- Dealing with patient enquiries regarding hospital referrals or any other matters and investigating on their behalf as appropriate in a confidential manner.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with patients and other agencies, taking messages and dealing with appropriate queries.
Clerical
- Inputting and extracting data from the computer records.
- Photocopying.
General
- Maintaining supplies of stationery.
- Leaving working area tidy and ready for incoming colleague, together with information regarding unresolved or urgent problems.
- Participate in staff meetings.
- Participate in audit exercises.
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.
Safeguarding
The care and protection of children, young people and vulnerable adults who have contact with the
Practice is the responsibility of all members of staff, irrespective of individual roles. All members of staff share the responsibility for safeguarding and promoting the welfare of children, young people and vulnerable adults.
To this end all members of staff are to ensure that they have completed, at least annually, safeguarding, domestic violence and prevent training. They are responsible for familiarising themselves of the
Safeguarding Policies (which can be found on the practice intranet) and also responsible for understanding the line of reporting within the practice and their responsibility for reporting concerns
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 and Safety Policy and the practice Infection Control Policy and published procedures. This will 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.
- Actively reporting of health and safety hazards and infection hazards immediately when recognised.
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role.
- Undertaking periodic infection control training (minimum annually).
- 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 people’s 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.
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:
- 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 team’s performance.
- Work effectively with individuals in other agencies to meet patient’s 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.
- Recognise people’s 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 Type: Part-time
Pay: £13.26 per hour
Benefits:
- Bereavement leave
- Company events
- Company pension
- Free parking
- On-site parking
- Sick pay
- Transport links
Ability to commute/relocate:
- Blackpool FY4 1TJ: reliably commute or plan to relocate before starting work (required)
Experience:
- Medical Secretary: 1 year (required)
- NHS Administrative: 1 year (required)
Work Location: In person
