Medical Secretary/Administrator

Job responsibilities

The following are the core responsibilities of the Medical Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Managing all enquiries in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email/mail

f. Processing calling letters as requested

g. Scanning patient related documentation and attaching scanned documents to patients healthcare records

h. Inputting data into the patients healthcare records as necessary

i. Processing referrals using the electronic referral system (ERS)

j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

k. Coding data on the clinical IT system

l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Managing all administrative queries as necessary

n. Maintaining a clean, tidy, effective working area at all times

o. Supporting all clinical staff with general administrative tasks as requested

In addition to the primary responsibilities, the Medical Administrator may be requested to:

1. Partake in audit as directed by the audit lead
2. Produce meeting agendas and record the minutes of meetings
3. Support reception staff, providing cover during staff absences

4.Complete opening and closing procedures in accordance with the duty rota

Qualifications

Essential

• Educated to GCSE in Mathematics and English (C or above)

Desirable

• NVQ Level 2 in Health and Social Care
• Level 3 trained in Medical Terminology

Experience

Essential

• Experience of working with the public
• Experience of working in a healthcare setting as a medical secretary/administrator
• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Experience of administrative duties
• Clinical IT (EMIS) system user skills

Personal qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexibility to work outside of core office hours

Desirable

• Disclosure Barring Service (DBS) check