Job summary
TEMPORARY CONTRACT - MATERNITY LEAVE COVER 10-12 MONTHS
Full-time/Job Share Considered
Closing date: Thursday 6th March 2025 (MAY CLOSE EARLY IF SUFFICIENT APPLICANTS RECEIVED)
Are you ready to step into a rewarding short-term role?
We're looking for a Temporary Medical Secretary to cover maternity leave,
offering you the chance to gain valuable experience in a dynamic healthcare environment! The post holder will need excellent IT, secretarial and customer service
skills. Full training will be provided.
Main duties of the job
This role offers an exciting opportunity for a highly organised and self-motivated individual to provide efficient and comprehensive secretarial and administrative support within a busy GP practice. The position involves working independently within broad procedural guidelines, ensuring the smooth delivery of administrative tasks critical to patient care. Key responsibilities include managing correspondence, maintaining patient records, coordinating referrals, and supporting clinicians in providing access to secondary and community services. The successful candidate will also act as a first point of contact for secretarial queries, demonstrating professionalism, empathy, and excellent communication skills when dealing with patients and external providers. This dynamic role requires adaptability, attention to detail, strong computer skills and a proactive approach to meeting the needs of the practice and its patients.
About us
Eve Hill Medical Practice is a well-established busy family
medical practice in the heart of Dudley in the Black Country, rated outstanding
by CQC in March 2016.
Eve Hill cares for approximately 8,750 patients who often
have high levels of deprivation and ill health, and we have a tradition of
excellence in service provision and care for our patients, as well as a
commitment to giving our patients access to the best service possible.
The practice consists of six GPs, a Practice Manager, a
nursing team and twelve reception and support staff. We are a training practice
for the Black Country Vocational Training Scheme and usually have at least one
registrar in training. We also provide placements for final-year medical
students from the University of Birmingham.
Job description
Job responsibilities
- Provide
comprehensive secretarial and administrative support, including word
processing, form completion, scanning, and drafting correspondence.
- Use the
practice referral system to ensure letters and forms are sent to the
appropriate providers, appointments are scheduled as necessary, and passwords
are distributed.
- Manage and
prioritise content from the secretarial inboxes (EMIS, Docman, NHS Mail) in
response to clinicians and external providers, taking timely and appropriate
action.
- Accurately
record all actions related to patients in their medical records, ensuring the
use of appropriate coding where applicable.
- Assist
clinicians by advising on available secondary or community services.
- Collaborate
with practice staff and the multidisciplinary team to deliver high-quality
services to patients.
- Handle
telephone queries, take messages professionally and courteously, assess
priorities, and address issues promptly.
- Respond to
calls from anxious or distressed patients with empathy and professionalism,
resolving concerns where possible, and maintaining a positive and welcoming
demeanour.
- Oversee the
production of medical reports, letters, and requests for medical records,
ensuring actions are documented and completed within designated timeframes.
Manage invoicing and monitor incoming payments, seeking guidance where
required.
- Schedule appointments,
bookings, and admissions as required.
- Organise and
attend meetings, including preparing agendas and taking minutes.
- Make effective
use of available information technology and adapt to advancements as they
arise.
- Support the
management team with clerical and administrative tasks.
- Monitor
e-Referral and other worklists, prioritising and acting on tasks efficiently.
- Manage orders
for stationery and other supplies as needed.
- Sort and handle
internal and external mail, including arranging postage.
- Participate in
Practice Learning Events and contribute to ongoing projects.
- Maintain
flexibility to meet the evolving needs of the practice.
- Ensure the
office environment is kept clean and organised.
Job description
Job responsibilities
- Provide
comprehensive secretarial and administrative support, including word
processing, form completion, scanning, and drafting correspondence.
- Use the
practice referral system to ensure letters and forms are sent to the
appropriate providers, appointments are scheduled as necessary, and passwords
are distributed.
- Manage and
prioritise content from the secretarial inboxes (EMIS, Docman, NHS Mail) in
response to clinicians and external providers, taking timely and appropriate
action.
- Accurately
record all actions related to patients in their medical records, ensuring the
use of appropriate coding where applicable.
- Assist
clinicians by advising on available secondary or community services.
- Collaborate
with practice staff and the multidisciplinary team to deliver high-quality
services to patients.
- Handle
telephone queries, take messages professionally and courteously, assess
priorities, and address issues promptly.
- Respond to
calls from anxious or distressed patients with empathy and professionalism,
resolving concerns where possible, and maintaining a positive and welcoming
demeanour.
- Oversee the
production of medical reports, letters, and requests for medical records,
ensuring actions are documented and completed within designated timeframes.
Manage invoicing and monitor incoming payments, seeking guidance where
required.
- Schedule appointments,
bookings, and admissions as required.
- Organise and
attend meetings, including preparing agendas and taking minutes.
- Make effective
use of available information technology and adapt to advancements as they
arise.
- Support the
management team with clerical and administrative tasks.
- Monitor
e-Referral and other worklists, prioritising and acting on tasks efficiently.
- Manage orders
for stationery and other supplies as needed.
- Sort and handle
internal and external mail, including arranging postage.
- Participate in
Practice Learning Events and contribute to ongoing projects.
- Maintain
flexibility to meet the evolving needs of the practice.
- Ensure the
office environment is kept clean and organised.
Person Specification
Qualifications
Essential
- Word Processing
- Level 3 Administration/Secretarial Qualification
Desirable
- AMSPAR Medical Secretaries Diploma
- IT Qualification
- Training in medical terminology
Experience
Essential
- Previous experience in a secretarial or administrative role in a professional environment
- Experience working in a busy office environment, managing competing priorities
Desirable
- Previous experience working in a healthcare or GP practice setting
- Experience in using EMIS Web
- Familiarity with NHS referral processes and e-Referral systems
Personal Qualities
Essential
- Friendly, approachable, and professional demeanour.
- Flexible and adaptable to the needs of the practice.
- Proactive and able to take initiative.
- Reliable and punctual with a strong sense of responsibility.
- Commitment to continuous personal and professional development.
Skills and Competencies
Essential
- Excellent written and verbal communication skills.
- Strong organisational skills with the ability to prioritise workload and meet deadlines.
- Attention to detail and high levels of accuracy.
- Ability to work independently and as part of a team.
- Professional and courteous telephone manner.
- Competence in handling difficult or distressed individuals with empathy and discretion.
Desirable
- Advanced knowledge of medical terminology.
Person Specification
Qualifications
Essential
- Word Processing
- Level 3 Administration/Secretarial Qualification
Desirable
- AMSPAR Medical Secretaries Diploma
- IT Qualification
- Training in medical terminology
Experience
Essential
- Previous experience in a secretarial or administrative role in a professional environment
- Experience working in a busy office environment, managing competing priorities
Desirable
- Previous experience working in a healthcare or GP practice setting
- Experience in using EMIS Web
- Familiarity with NHS referral processes and e-Referral systems
Personal Qualities
Essential
- Friendly, approachable, and professional demeanour.
- Flexible and adaptable to the needs of the practice.
- Proactive and able to take initiative.
- Reliable and punctual with a strong sense of responsibility.
- Commitment to continuous personal and professional development.
Skills and Competencies
Essential
- Excellent written and verbal communication skills.
- Strong organisational skills with the ability to prioritise workload and meet deadlines.
- Attention to detail and high levels of accuracy.
- Ability to work independently and as part of a team.
- Professional and courteous telephone manner.
- Competence in handling difficult or distressed individuals with empathy and discretion.
Desirable
- Advanced knowledge of medical terminology.
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.
