GP Medical Secretary

Job description

Job responsibilities

Medical Secretary - primary role to provide effective secretarial and administrative support to the practice team.

All tasks should be carried out in accordance with practice policies and procedures.

Responsibilities

a. Provide accurate secretarial services to doctors and other members of the clinical team, including:

i. Creation of referrals following the clinical pathways.

ii. Typing patient referrals.

iii. Typing reports.

iv. Typing letters and other correspondence.

v. Send email or advice & guidance messages when appropriate.

vi. Arranging death certificates and cremation forms for deceased patients.

b. Provide accurate secretarial services to the management team, including:

i. Typing reports and business documents.

ii. Typing letters.

iii. Typing and desktop publishing of information and promotional materials.

c. Be familiar with and confident in the use of Choose and Book & ERS software.

d. Create and maintain a filing and recording system for referrals and other correspondence.

e. Liaise with hospitals and clinics to arrange urgent/emergency appointments and admissions.

f. Process incoming and outgoing mail via ERS, Choose & Book & Emails.

g. Ensure outgoing post is franked and the franking machine kept in credit.

h. Attend and participate in practice and administrative team meetings.

i. Attend hospital led meetings regarding the referral system on a regular basis.

j. Assist the reception and administrative team with reception duties as required, including:

i. Respond to patients questions, queries and requests at the reception desk and by telephone.

ii. Make appointments over the telephone or in person.

iii. Handle requests for emergency appointments and consultations.

Communication Requirements

a. This job involves contact with patients, the public, and staff from other healthcare providers, in addition to day-to-day communications with colleagues throughout the practice team. Therefore the role requires:

i. Excellent communication and customer care skills and a friendly, polite manner both on the telephone and face-to-face.

ii. Excellent written communication skills, including accuracy and clarity, to ensure typed documents are accurate and easy to understand.

Competence and Professional Development

a. This role requires the following competence and commitment to continuing professional development (CPD).

b. A secretarial or administrative qualification at the equivalent of NVQ level 2 or higher.

c. Evidence of understanding of medical terminology, either from a course, a qualification (eg medical secretarial) or experience.

d. Participation in annual appraisal and personal development planning and six-monthly review.

e. Undertake training and development as agreed with the line manager at appraisal and six-monthly review time during the working day will be provided for this.

Confidentiality

The post holder must maintain the confidentiality of information about patients, staff and other health service providers at all times. The work is of a confidential nature and information gained must not be communicated to other persons except in the recognised course of duty.

Flexibility

This job description is intended to provide an outline of the main responsibilities only, the post holder will need to be flexible in developing the role and work closely with the Lead Receptionist.

Equal Opportunities

The practice is committed to Equal Opportunities in employment and seeks to eliminate unlawful racial, sexual or disability discrimination, to promote equality of opportunity and promote good relations between staff.

Skills and Qualifications

Basic numeric and literacy GCSE/GCE or equivalent Computer literate ECDL or CLAIT

Smoking

The practice actively discourages smoking; it is against the law to smoke within the practice.

Health and Safety

The post holder must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) to ensure that the agreed procedures are carried out to maintain a safe environment for patients, visitors and staff.

Contribution to the Implementation of Services

The post holder will apply practice policies, standards and guidance and discuss with other members of the team how they affect their own work.

Other Information

The post holder will work at both sites, Charles Hicks Centre and Roman Gate Surgery. The job description will change by mutual agreement, in such instances the post holder will be issued with an amendment or given a new job description

Person Specification

Other Requirements

Essential

• To work in other areas of the practice when required
• Ability to cope with stressful situations
• Awareness of the sensitivity and emotional demands of this area
• Be aware of own ability and limitations

Skills and Knowledge

Essential

• Excellent communication skills written and verbal
• Excellent interpersonal and organisational skills
• Awareness and understanding of data protection act
• Awareness and understanding of patient/business confidentiality
• Ability to adapt to change within working situation
• Use own initiative to solve day-to-day problems

Desirable

• Knowledge of medical terminology
• Able to manage and prioritise workload with minimum supervision

Experience

Essential

• Working knowledge of MS Word
• Evidence of dealing with the public both on the phone and in person
• Experience of working to deadlines and managing own workload

Desirable

• Working with SYSTMONE or other primary care clinical software
• Working with Choose and Book software
• Audio typing
• Previous medical secretarial experience

Personal Attributes

Essential

• Flexible/positive approach to work
• Enthusiasm and motivation
• Calm and helpful personality
• Conscientious, hardworking and reliable
• Caring, approachable, professional manner
• Ability to work as part of a team and independently

Qualifications

Essential

• GCE/GCSE English grade C or above

Desirable

• Diploma/NVQ in Office Administration
• RSA Level II or III

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.

Employer details

Employer name

Hicks Group practice

Address

75 Ermine Street

Huntingdon

Cambridgeshire

PE29 3EZ

Employer's website

https://www.charleshicksmedicalcentre.nhs.uk/ (Opens in a new tab)