Job Title: Medical Secretary
Basis: 28.5 hours per week
Wednesday, Thursday, Friday
8.00am – 5.30pm
Permanent Position
Location: Sydenham House Medical Centre, Mill Court, Ashford TN24 8DN
Reports to: Practice Manager/Senior Medical Secretary
Accountable to: Partners of Sydenham House Medical Centre
Job purpose
· To provide comprehensive medical secretarial support to the GPs and Partners.
· Offer assistance to the Practice secretarial team.
· Project a positive image to patients and visitors, either in person or via the telephone.
· Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the team as required.
· Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
· Play a pivotal role in supporting the clinicians to manage workload and carry out tasks as required.
Main Duties
We are looking for an experienced and proactive medical secretary to join our very busy surgery; our current patient population is approx. 25,000. You will work alongside our existing team of medical secretaries to support the clinical team with their patient referrals. We are happy to consider a candidate without a medical background, but the candidate will need to have a secretarial background.
The successful candidate will need to be a self-motivated individual with excellent attention to detail, communication skills, with a professional and friendly manner. You must possess a high level of attention and focus, accuracy and an understanding of patient confidentiality. You will be responsible for undertaking a wide range of secretarial and administrative duties. Flexibility is essential in this role, you may be required to alter your working hours and offer extra support to cover staff leave in addition to your working hours. Team work and adaptability is required.
Duties can include, but are not limited to:
· General secretarial and administrative duties for GPs and Practice Manager.
· Audio typing of referral letters, dermatology clinic letters and general correspondence.
· Use of e-Referral system to initiate, track and complete referrals.
· Updating medical records according to the instructions of doctor/nurses.
. Use of excel spreadsheets.
· Liaising with the hospitals, secondary care and community service providers
· Dealing with queries raised by doctors, Practice Manager and patients.
· Attendance at training sessions and team meetings as required for professional development.
· To attend and minute meetings as requested.
Strategic Management and Planning
· Develop and maintain effective communication both within the practice and with relevant outside agencies.
· To ensure in conjunction with the Management team that the aims and objectives of the organisation are met.
Information Management
· To ensure in conjunction Management team that we are compliant with GDPR.
· To keep up to date with training in new IT systems which may be introduced both at practice and Primary Care Network level.
Health and Safety
· Identifying the risks involved in work activities and undertaking such activities in a way that manages risks.
· Use appropriate infection control procedures, maintain work areas in a tidy and safe way free from hazards.
· Report potential risks identified.
Equality and Diversity
The post-holder will support the equity, 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 polices 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 and rights.
Personal Development
· To undertake training as required including mandatory and statutory training, core skills training and ongoing development.
· To strive to maintain quality within the practice and to alert management to issues of quality or risk.
· To effectively manage own time, workload and resources.
· To participate in practice appraisal scheme.
· To attend education and other meetings as required.
· To recognize and understand the roles and responsibilities of the whole primary care health team.
· To keep up to date with healthcare information and new healthcare policies and changes.
Confidentiality
· In the performance of the duties outlined in this Job Description, the post holder may have access to confidential and sensitive information regarding, patients, carers, practice staff and other healthcare works. The post holder may also have access to information relating to the practice as a business organization. All such information from any source is to be regarded as strictly confidential.
· Information relating to patients, carers, colleagues, other healthcare works or the business of the practice may only be divulged to authorized persons in accordance with strict practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Qualifications
· Good standard of general education
EXPERIENCE
· Practical experience of working with others; ability to use own initiative
· Good touch typing skills and letter presentation, experience of working in a secretarial role within a general office environment
· Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patents, Solicitors & other external organizations.
SKILLS
· IT skills; experience in using Microsoft Word, Outlook & Excel
· Knowledge of EMIS Web clinical system preferred.
· Excellent communication skills (Written and Oral), time management and the ability to work to deadlines; problem solving & interpersonal skills
BEHAVIOURS
· Planning and organising, performing under pressure, adaptability, using own initiative, team working, self-motivation & flexibility
KNOWLEDGE
· A detailed understanding of a General Practice Office environment; working knowledge of medical terminology and an understanding of the Practice clinical system
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 people’s needs for alternative methods of communication and respond accordingly.
Person Specification: Medical Secretary
Pay: From £12.75 per hour
Benefits:
Experience:
- Medical Receptionist: 1 year (preferred)
Work Location: In person
