Medical SecretaryNHS

Job summary

Can you help us provide good quality primary care to our patients as a medical secretary, and as part of the Hilary Cottage Surgery administration team? Do you want to work in a stunning Cotswolds location? Can you be a friendly face of our practice, managing referals and other hospital communicaions? This could be the opportunity you have been looking for.

The role of Medical Secretary has become available at Hilary Cottage Surgery. If you want to help people get the care they need, and make a difference in general practice, come and join us at Hilary Cottage Surgery in Fairford as a member of our team.

We need someone for 7.5 hours, Mondays, Tuesdays and Thursdays.

Being a team member at Hilary Cottage is interesting, fulfilling and challenging, all at the same time. Mostly, it is rewarding - especially when you know you have contributed to a patient's care.

Your job as our Maedical Secretary covers a wide scope of activities, with a good element of autonomy in the role, and with clinical support from our Practice Team when it is required.

Can you help us offer assistance to our patients who are seeking care, and put a friendly, welcoming voice to our practice?

If you can help our patients, and if you can work as part of a team, and project a positive and friendly image to patients and other visitors, this could be the challenging and exciting opportunity you have been looking for.

Main duties of the job

Job Summary

To provide an efficient audio, copy typing service for GPs and Health Professionals as required. Including the typing of letters, reports, referrals, minutes, memorandums, etc. in an accurate and quality manner.

To cooperate in all matters and provide general assistance to the whole Practice team ensuring a productive and happy atmosphere, greater job satisfaction for all concerned and ever-improving patient care.

Job Responsibilities

• Typing referral letters and medical reports(using recorded dictation apps)
• Make other appointments, bookings and admissions as required
• To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others
• To establish and maintain filing and administrative systems so that information is easily accessible and secure
• Data entry to maintain the computer clinical system in an accurate and secure manner
• To assist with the gathering of statistics and information
• To review Secretarial Protocols
• To take the evening mail and post daily
• To assist the Surgery Team with all clerical and administrative duties relating to the post as required

Assisting the staff in their office, reception, nursing, dispensing, or other duties when requested by the Practice Manager.

Support practice meetings as required, distributing agendas, taking and distributing minutes as required

• Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager

Job description

Job Summary:

To provide an efficient audio, copy typing 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.

Project a positive and friendly image to patients and other visitors, either in person or via the telephone.

To cooperate in all matters and provide general assistance to the whole Practice team ensuring a productive and happy atmosphere, greater job satisfaction for all concerned and, above all, ever-improving patient care.

Job Responsibilities:

• Typing referral letters (using recorded dictation apps).
• Typing medical/legal reports.
• Operating the e-RS system
• Make other appointments, bookings and admissions as required including urgent and routine with consultants as required.
• To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Data entry to maintain the computer clinical system in an accurate and secure manner.
• To assist with the gathering of statistics and information when required.
• To review Secretarial Protocols as required.
• Liaise with the PM to maintain adequate supplies of postage stamps in order to perform your secretarial duties.
• Monitor & distribute email.
• To take the evening mail and post daily.
• To assist the Deputy Practice Manager / Reception Team Leader with all clerical and administrative duties relating to the post as required.

Assisting the staff in their office, reception, nursing, dispensing, or other duties when requested by the Practice Manager.

Support practice meetings as required, distributing agendas, taking and distributing minutes as required.

• Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.

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:

• 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
• 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-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 appraisal
• 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 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
• 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 significant events audits where appropriate

Confidentiality:

Certain information that the employee receives or has access to, in the course of his or her duties within this Practice, is strictly confidential. Such information must not be disclosed to any unauthorised person(s). Failure to observe this rule will be regarded as a serious breach of terms of employment, and may lead to implementation of the Practice disciplinary procedures as laid down in individual staff contracts, including instant dismissal.

General

To cooperate in all matters with the other members of the Practice Team with a view to ensuring a productive and happy atmosphere, greater job satisfaction for all concerned and, above all, ever-improving patient care.

This list is not to be regarded as exclusive or exhaustive. There may be other duties and requirements associated with your post and you will be expected to comply with any reasonable requests made by the Partners or the Practice Manager.

About us

We are in Fairford - a small rural town in Gloucestershire, close to the Oxfordshire and Wiltshire borders.

We are a friendly supportive team of around 40 people.

Hilary Cottage Surgery has been a part of the Fairford community for many years - currently run by 3 GP partners.

We are a small rural practice with around 7500 patients on our books. We have 7 amazing GPs, a bunch of amazing admin staff and secretaries, a brilliant dispensing team supported by our super pharmacists. Our nurse team is fabulous, and there aren't enough superlatives to describe our incredible reception and admin teams.

If you're not in Fairford, you would enjoy a short rural drive to and from the surgery - and if you are local you can walk to work.

With a focus on everyone's well-being at work, we are supportive and friendly from top to bottom, and (we think) a great place to work!