Medical Secretary

Job description

Job responsibilities

Manage, organise and prioritise the distribution of the workload.

Actively manage the practice diaries and meetings schedules, organise room management and set-up any necessary equipment, be responsible for meeting agendas and minute taking for all meetings.

Produce letters, reports, protocols, presentations, minutes, databases and other documents.

Take minutes at meetings of a confidential nature.

Set up meetings as and when required.

Attend meetings when required and take minutes and share any actions following the meeting in a timely manner.

Respond to incoming telephone calls, deal with general enquiries and pass on messages where appropriate, exercising sound judgement skills and tact.

Respond to calls from Health Care Professionals and deal with accordingly.

Dealing with patient enquiries and providing patient and clinical referral information.

Facilitate the best patient journey.

Maintain and oversee the Choose & Book system.

Assisting Clinicians with queries, chase ups, referrals and updating them with relevant new referral information.

Liaising with hospital and private secretaries and other agencies e.g. University of Liverpool, Clinical Commissioning Group, Solicitors, and other Health Professionals

Organise urgent and non-urgent referral systems using medical terminology, choose & book and e-referral systems.

Responsible for managing external e-mails received into the Practice and ensuring follow-up by an appropriate staff member.

Provide secretarial and admin support across the practice staff groups and their meetings.

Provide secretarial and admin support for the Zero Tolerance Letters to patients to discuss incidents invites and to organise the meetings with appropriate staff.

Provide secretarial and admin support to psychology when required.

Establishing and maintaining filing systems.

Implementing training for existing and new staff on secretarial systems.

Collation and distribution of documents as required.

Organising tasks as directed by Management Team and Partners.

Any other reasonable delegated duties considered appropriate to the post.

Person Specification

Personal skills and abilities

Essential

• Excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
• The ability to work independently and use initiative
• The ability to produce work that is accurate, thorough and well presented.
• A friendly and approachable manner, good with people skills, showing understanding, care and assertiveness when appropriate.
• A conscientious approach and commitment to working in an adaptable and flexible manner.
• The ability to work calmly and effectively and deal with multiple demands even when busy.
• The ability to cope with occasional exposure to challenging behaviour, distressing circumstances or emotional events.
• The ability to deal with personal information sensitively and respect peoples right to confidentiality.
• The ability to work positively as a member of a busy team.
• The ability to influence others positively, negotiate constructively and resolve conflict successfully.
• The ability and willingness to engage with individuals to improve their personal performance.
• The ability to give good and regular attendance.

Knowledge, training and experience

Essential

• A sound general education to GCSE level or equivalent, or equivalent working experience.
• A good standard of grammar and spelling in the English language.
• Experience of using computers, with good keyboard skills.
• Experience of dealing with the general public, preferably in a customer service environment.
• Good administrative and organisational skills, with the ability to prioritise work.

Desirable

• Training or qualifications in customer service, administration, IT or other related areas.
• Experience of secretarial work.
• Experience of working in a GP Practice.
• Experience of using Emis Web.

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

Brownlow Group Practice

Address

Brownlow Health @ Ropewalks

26 Argyle Street Liverpool

Liverpool

Merseyside

L1 5DL

Employer's website

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