Medical SecretaryNHS

Job summary

Were looking for a friendly, organised and reliable person to join our team as a Medical Secretary.

This is a varied role where no two days are the same! Youll be an important part of helping our GPs and clinical staff by:

Typing letters and medical reports

Organising referrals and keeping things running smoothly between us and local hospitals

Answering calls and emails from patients and healthcare professionals

Helping to keep records accurate and up to date.

Main duties of the job

If youre someone who enjoys working in a busy, supportive environment, has great attention to detail and can juggle different tasks while staying calm, this could be the role for you.

What youll get:

• A friendly and supportive team
• NHS pension
• On-site parking

Job description

To support the clinical teams in carrying out day to day administrative and clinical activity. The role is at the forefront of service delivery to patients providing a source of advice and problem-solving for patients.

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the practice and multidisciplinary team over the practices sites.

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).

Provide administration support to teams within the practice if required and requested by the Partners/Managers.

Primary Responsibilities

To provide support to the Clinical Teams, and in the running of key systems and procedures such as enquiries, referrals, fit notes, medical reports, chasing hospital results and letters, the processing of information (electronic and hard copy) in a timely manner. This list is not exhaustive

To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality 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). This may include liaising with external agencies such as hospitals, pharmacies, community teams (District Nursing, HVs, mental health etc), Local Councils, Coroners, Funeral directors, care and nursing homes to investigate and resolve issues on behalf of patients or clinicians

Receive and record patient deaths on the clinical system. Inform staff asappropriate. Coordinate follow up action with GP, Undertaker, Coroner, Family, etc

Administer SystmConnect according to the practice protocol

To make appointments, bookings and admissions as required.

To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.

To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure.

Support MDT meetings (child & adult safeguarding, GSF, Significant events) attend meetings and take minutes for circulation and retention for audit purposes

Prepare clinical administrative documentation for Clinicians approval this may include medical reports for Insurance, Solicitors, DVLA and may be paper based or electronic.

File patient records and correspondence in patient medical records.

To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinic system in an accurate and secure manner.

To assist with the gathering of statistics and information when required.

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

In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform duties.

To receive and dispatch mail and maintain a pending system.

To assist the practice manager with all clerical and administrative duties if required.

In addition to the primary responsibilities, this postholder may be requested to:

Partake in audit as directed by the audit lead

Produce meeting agendas and record notes of meetings

Provide administration support to teams within the practice

Generic Responsibilities

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

Safety, Health, Environment and Fire (SHEF)

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, the practice Health & Safety manual, 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 holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

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 that 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

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the HR Manager.

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.

For the full Job Description please see attachment.

About us

We are located in a beautiful part of North Dorset with excellent links both road and rail with London. There are fantastic local schools both state and private. The coast is within easy reach for sailing, diving and outdoor pursuits.

Youll be based across our Blackmore Vale Partnership surgeries (Sturminster Newton, Shaftesbury & Marnhull). Hours are Monday to Friday during the day, and a full driving licence is needed.

If you think youd be a great fit, wed love to hear from you! For an informal chat or more details, email us at [email protected].

Please be aware the advert will close earlier than advertised if sufficient applications are received.

If you have not heard within 3 weeks of this date please assume that you have been unsuccessful this time.