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Medical Secretary

Waterside Medical Practice

Information:

This job is now closed

Job summary

If you have Medical Secretary experience or transferable skills and would like to work a few minutes walk from the beach, this could be the career opportunity for you.

Waterside Medical Practice is looking for a part-time medical secretary to join the team. Attention to detail is essential, as is the ability to work to shifting priorities. You will be expected to display initiative in your work and be open to expanding your skills over time.

Although there is plenty of typing involved your day will be full of interest and variety within a friendly and accessible team. There is scope for flexibility but the majority of your time will be in practice engaged with secretarial and other administrative functions where able.

Language and computer skills are essential and training will be provided where required in clinical and other systems.

Main duties of the job

You will prepare and process documentation for the team and liaise with patients and external agencies such as hospitals and community services.

You will manage your work in a prioritised fashion ensuring that all categories of workflow are processed in a timely way.

You will type up correspondence from dictation and written sources. Knowledge of medical terminology is desirable but training will be provided.

You will be able to work autonomously and also as part of an integrated team, sharing work as needed ensuring the best outcomes for patients.

Flexibility is desirable, with which will come further opportunities to expand your skills and competences over time.

Accuracy and attention to detail as well as a good standard of written and verbal English are all essential qualities.

About us

Waterside Medical Practice provides primary care services to almost 9,000 patients on Hayling Island on the south coast of Hampshire, located in a purpose built health centre shared with another medical practice.

The practice has 4 GP partners and 3 salaried GPs together with a large nursing team, a nurse practitioner and paramedic. Our non-clinical team is equally well staffed and all work well together to care for our patients' needs.

Both Hayling practices work with Emsworth Medical Practice as a PCN providing further services to our combined patient population.

Date posted

20 July 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

A1358-23-0000

Job locations

Elm Grove

Hayling Island

Hampshire

PO11 9AP


Job description

Job responsibilities

Job description and person specification

Job title

Medical Secretary

Line manager

Admin Manager

Accountable to

Practice Manager

Hours per week

24 flexible

Job summary

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Primary key responsibilities

The following are the core responsibilities of the Medical Secretary. 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

f. Processing calling letters as requested

g. Scanning of 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. Clinically coding data on Emis.

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

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

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

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

Secondary responsibilities

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

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

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

Job description

Job responsibilities

Job description and person specification

Job title

Medical Secretary

Line manager

Admin Manager

Accountable to

Practice Manager

Hours per week

24 flexible

Job summary

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Primary key responsibilities

The following are the core responsibilities of the Medical Secretary. 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

f. Processing calling letters as requested

g. Scanning of 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. Clinically coding data on Emis.

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

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

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

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

Secondary responsibilities

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

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

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

Person Specification

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Experience of working in a healthcare setting as a medical secretary.

Qualifications

Essential

  • Educated to GCSE level or equivalent
  • NVQ Level 2 in Health and Social Care

Desirable

  • NVQ Level 2 in Health & Social Care
  • GCSE Maths and English (grade C or above)

Knowledge & Skills

Essential

  • 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
  • All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Desirable

  • Emis user skills
  • Police and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • high level of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure
  • Flexibility to work outside core hours
  • A Disclosure & Barring (DBS) check will be carried out.
Person Specification

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Experience of working in a healthcare setting as a medical secretary.

Qualifications

Essential

  • Educated to GCSE level or equivalent
  • NVQ Level 2 in Health and Social Care

Desirable

  • NVQ Level 2 in Health & Social Care
  • GCSE Maths and English (grade C or above)

Knowledge & Skills

Essential

  • 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
  • All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Desirable

  • Emis user skills
  • Police and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • high level of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure
  • Flexibility to work outside core hours
  • A Disclosure & Barring (DBS) check will be carried out.

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

Waterside Medical Practice

Address

Elm Grove

Hayling Island

Hampshire

PO11 9AP


Employer's website

https://www.watersidemedicalpractice.co.uk (Opens in a new tab)

Employer details

Employer name

Waterside Medical Practice

Address

Elm Grove

Hayling Island

Hampshire

PO11 9AP


Employer's website

https://www.watersidemedicalpractice.co.uk (Opens in a new tab)

For questions about the job, contact:

Practice Manager

Jo Lush

joanne.lush@nhs.net

02392311178

Date posted

20 July 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

A1358-23-0000

Job locations

Elm Grove

Hayling Island

Hampshire

PO11 9AP


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