Job summary
Are you highly organised, accurate and
confident using IT systems, with an interest in supporting patient care behind
the scenes?
We are looking for a reliable and
detail-focused Medical Secretary to join our friendly and supportive practice
team at The Valleys Medical Partnership. Based primarily at Gosforth Valley
Medical Practice, you will play a key role in supporting our clinicians by
processing referrals and clinical correspondence, maintaining high-quality
patient records and liaising with external healthcare providers.
This is an important role for someone who takes pride in accuracy,
confidentiality and organisation, and who enjoys working as part of a
close-knit team.
We are seeking someone who can demonstrate:
- Strong organisational skills and excellent attention
to detail
- Confident IT and keyboard skills, with experience
using word processing systems
- Clear and professional written and verbal
communication skills
- The ability to manage workload effectively and meet
deadlines
- A professional, calm and discreet approach when
handling confidential information
- A positive and
collaborative approach to team working
Experience in a
healthcare or secretarial setting would be beneficial but is not essential. We
welcome applications from candidates who have the right skills, attitude and
willingness to learn.
Main duties of the job
As Medical Secretary,
you will be responsible for:
- Processing patient referrals using agreed pathways,
including the Electronic Referral Service (ERS)
- Audio typing and word processing of clinical
correspondence, referrals and reports
- Accurately processing incoming clinical
correspondence and updating patient records on the clinical system
- Coding and filing information in line with practice
protocols
- Liaising with hospitals, community services and
other external organisations
- Managing tasks allocated to the secretarial team
within agreed timescales
- Monitoring shared inboxes and handling queries
appropriately
- Supporting colleagues
within the secretarial team, including providing cover during leave
About us
The Valleys Medical Partnership is a successful
Partnership with six GP Partners and one Pharmacist Partner. We have a practice population of
approximately 12,400 and are based across two sites: Moss Valley Medical
Practice in Eckington, and Gosforth Valley Medical Practice at Dronfield.
Were a patient-focused,
CQC-rated Good practice with a strong track record of high QOF achievement.
As a proud training practice and Level 3 Research Practice, were committed to
innovation and welcome fresh ideas that enhance the care of our patients.
We are collaborative
and take every opportunity to celebrate success, including through our monthly
practice meetings with team lunch, and bi-annual paid-for team social
events. We are welcoming, supportive and
strive to put our team's wellbeing at the heart of all we do.
Job description
Job responsibilities
Job Summary
The Medical Secretary provides efficient,
accurate and timely secretarial and administrative support to the clinical
team. The role focuses on processing patient referrals and correspondence,
maintaining high-quality clinical records, and liaising effectively with
external healthcare providers to support safe and effective patient care.
Key Responsibilities
Referrals and Clinical Correspondence
- Process
patient referrals using agreed local pathways, including the Electronic
Referral Service (ERS).
- Audio-type
referrals, letters and reports using digital dictation software.
- Liaise
with hospitals, community services and other external agencies to ensure
referrals are completed accurately and promptly.
- Follow up queries
related to referrals and correspondence where required.
Clinical Systems and Patient Records
- Accurately process incoming clinical correspondence
via workflow in SystmOne (and/or other clinical management systems).
- Code and update patient records in line with
practice protocols.
- Process results and related tasks in accordance with
local policies and procedures.
- Manage tasks allocated to the secretarial team within agreed timescales.
Administrative Support
- Provide a high-quality word processing service for
GPs and the wider practice team, including letters, reports and other
documentation.
- Monitor and respond to the generic email inbox,
actioning or signposting queries appropriately.
- Process and distribute incoming post and patient information.
Team Working
- Provide
cover within the secretarial team during periods of annual leave or sickness.
- Work
collaboratively with colleagues to manage workload effectively.
- Escalate
capacity or workflow concerns to the Office Manager or Practice Business
Manager as appropriate.
- Contribute to the
review and improvement of secretarial workflows and processes.
Confidentiality and Information Governance
- The post-holder will have access to
confidential patient and practice information and must handle all data in
accordance with practice policies, GDPR and relevant legislation.
Health, Safety and Safeguarding
- Work in accordance with practice health and safety
and infection control policies.
- Maintain a safe and tidy working environment.
- Undertake mandatory training, including safeguarding
and infection control.
- Demonstrate due regard for safeguarding and promoting the welfare of
children and vulnerable adults.
Equality, Diversity and Professional Behaviours
- All duties should be undertaken in the spirit of the
practices mission statement, with behaviours and standards of work aligned to
the practices core values.
- Treat patients, carers and colleagues with dignity,
respect and fairness.
- Act in a non-judgemental, welcoming and professional
manner.
- Support equality, diversity and inclusion in line with practice values
and policies.
The postholder is accountable for the following:
- Maintaining a high standard of accuracy,
confidentiality and timeliness in all work.
- Managing their own workload effectively and meeting
agreed deadlines.
- Following practice policies, protocols and
information governance requirements.
- Contributing positively to team performance and
service delivery.
- Participating in annual appraisal and demonstrating ongoing professional
development.
Job description
Job responsibilities
Job Summary
The Medical Secretary provides efficient,
accurate and timely secretarial and administrative support to the clinical
team. The role focuses on processing patient referrals and correspondence,
maintaining high-quality clinical records, and liaising effectively with
external healthcare providers to support safe and effective patient care.
Key Responsibilities
Referrals and Clinical Correspondence
- Process
patient referrals using agreed local pathways, including the Electronic
Referral Service (ERS).
- Audio-type
referrals, letters and reports using digital dictation software.
- Liaise
with hospitals, community services and other external agencies to ensure
referrals are completed accurately and promptly.
- Follow up queries
related to referrals and correspondence where required.
Clinical Systems and Patient Records
- Accurately process incoming clinical correspondence
via workflow in SystmOne (and/or other clinical management systems).
- Code and update patient records in line with
practice protocols.
- Process results and related tasks in accordance with
local policies and procedures.
- Manage tasks allocated to the secretarial team within agreed timescales.
Administrative Support
- Provide a high-quality word processing service for
GPs and the wider practice team, including letters, reports and other
documentation.
- Monitor and respond to the generic email inbox,
actioning or signposting queries appropriately.
- Process and distribute incoming post and patient information.
Team Working
- Provide
cover within the secretarial team during periods of annual leave or sickness.
- Work
collaboratively with colleagues to manage workload effectively.
- Escalate
capacity or workflow concerns to the Office Manager or Practice Business
Manager as appropriate.
- Contribute to the
review and improvement of secretarial workflows and processes.
Confidentiality and Information Governance
- The post-holder will have access to
confidential patient and practice information and must handle all data in
accordance with practice policies, GDPR and relevant legislation.
Health, Safety and Safeguarding
- Work in accordance with practice health and safety
and infection control policies.
- Maintain a safe and tidy working environment.
- Undertake mandatory training, including safeguarding
and infection control.
- Demonstrate due regard for safeguarding and promoting the welfare of
children and vulnerable adults.
Equality, Diversity and Professional Behaviours
- All duties should be undertaken in the spirit of the
practices mission statement, with behaviours and standards of work aligned to
the practices core values.
- Treat patients, carers and colleagues with dignity,
respect and fairness.
- Act in a non-judgemental, welcoming and professional
manner.
- Support equality, diversity and inclusion in line with practice values
and policies.
The postholder is accountable for the following:
- Maintaining a high standard of accuracy,
confidentiality and timeliness in all work.
- Managing their own workload effectively and meeting
agreed deadlines.
- Following practice policies, protocols and
information governance requirements.
- Contributing positively to team performance and
service delivery.
- Participating in annual appraisal and demonstrating ongoing professional
development.
Person Specification
Experience
Essential
- Experience of providing secretarial or administrative support in a busy office environment.
- Experience of working with Microsoft Office, email and internet-based systems.
- Experience of handling confidential information appropriately.
- Experience of working to deadlines and managing competing priorities.
Desirable
- Experience of working in a healthcare or GP practice setting.
- Experience of working as a Medical Secretary.
- Experience of using a clinical system, particularly SystmOne.
- Experience of processing referrals and clinical correspondence.
Other
Essential
- Ability to travel between practice sites when required.
Personal Attributes
Essential
- Reliable, professional and well-organised.
- Flexible and willing to support colleagues during periods of leave or sickness.
- Demonstrates behaviours aligned with the practices mission statement and core values.
Knowledge
Essential
- Working knowledge of medical terminology or willingness to learn.
- Understanding of the importance of accurate clinical records.
Qualifications
Essential
- Good general standard of education, including GCSE (or equivalent) English and Maths.
Desirable
- Evidence of further training and/or qualifications which support (directly or indirectly) the requirements of the post.
Skills and Abilities
Essential
- Accurate and efficient keyboard and word-processing skills.
- Clear and professional written and verbal communication skills.
- Strong organisational and time-management skills.
- Ability to prioritise workload and work calmly under pressure.
- High level of attention to detail and accuracy.
- Ability to work both independently and as part of a team.
- Ability to maintain confidentiality and comply with information governance requirements.
Person Specification
Experience
Essential
- Experience of providing secretarial or administrative support in a busy office environment.
- Experience of working with Microsoft Office, email and internet-based systems.
- Experience of handling confidential information appropriately.
- Experience of working to deadlines and managing competing priorities.
Desirable
- Experience of working in a healthcare or GP practice setting.
- Experience of working as a Medical Secretary.
- Experience of using a clinical system, particularly SystmOne.
- Experience of processing referrals and clinical correspondence.
Other
Essential
- Ability to travel between practice sites when required.
Personal Attributes
Essential
- Reliable, professional and well-organised.
- Flexible and willing to support colleagues during periods of leave or sickness.
- Demonstrates behaviours aligned with the practices mission statement and core values.
Knowledge
Essential
- Working knowledge of medical terminology or willingness to learn.
- Understanding of the importance of accurate clinical records.
Qualifications
Essential
- Good general standard of education, including GCSE (or equivalent) English and Maths.
Desirable
- Evidence of further training and/or qualifications which support (directly or indirectly) the requirements of the post.
Skills and Abilities
Essential
- Accurate and efficient keyboard and word-processing skills.
- Clear and professional written and verbal communication skills.
- Strong organisational and time-management skills.
- Ability to prioritise workload and work calmly under pressure.
- High level of attention to detail and accuracy.
- Ability to work both independently and as part of a team.
- Ability to maintain confidentiality and comply with information governance requirements.
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.
