Medical Secretary

Job description

Job responsibilities

Job Description Medical Secretary

Reports to: Lead Secretary/ Finance & Operations Manager

Location: On-site at Wells Heath Centre

Hours: 30 hours a week Monday to Friday

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.

Job responsibilities:

The following are the core responsibilities of the Medical Secretary/Administrator.

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 Lead Secretary / Operations Manager dependent on current and evolving practice workload and staffing levels:

Write accurate letters and reports using audio typing for all members of the medical team.

Liaise with external agencies such as hospitals and community services, and ensure referrals are processed efficiently.

Maintain an accurate referrals database.

Scan, process and code, workflow of all incoming patient correspondence from hospitals and other organisations.

Input data into the patients healthcare records as necessary.

Answer incoming phone calls. Transfer calls or deal with the callers requests appropriately.

Support all clinical staff with general administrative tasks.

There may be on occasion, a requirement to carry out other tasks; this will depend on factors such as workload and staffing levels.

Confidentiality:

While 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 recognises 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-judgemental 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 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 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

Qualifications

Essential

• Good standard of general education, including English and Maths.
• Relevant administrative, business or secretarial qualification, or equivalent experience.
• Evidence of continuing professional development relevant to the role.

Desirable

• Medical terminology qualification or equivalent knowledge.
• Previous training in NHS, primary care or healthcare administration.
• ECDL/IT qualification or equivalent computer skills.

Experience

Essential

• Previous experience in an administrative or secretarial role.
• Experience of working in a busy environment and managing competing priorities.
• Experience of handling confidential and sensitive information appropriately.
• Experience of communicating professionally with patients, colleagues and external organisations.
• Good IT skills, including Microsoft Office and accurate data entry.
• Ability to organise workloads, meet deadlines and work both independently and as part of a team.
• Experience of maintaining accurate records and dealing with telephone and written enquiries.

Desirable

• Previous experience working within general practice, the NHS or another healthcare setting.
• Experience using clinical or NHS systems.
• Experience of medical correspondence, referrals, patient records or hospital communications.
• Knowledge of NHS terminology, procedures and primary care pathways.

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

Wells Health Centre

Address

Wells Health Centre

Glastonbury Road

Wells

Somerset

BA5 1XJ

United Kingdom

Employer's website

https://www.wellshealthcentre.co.uk/