Secretary (Medical)

Job description

Job responsibilities

Job responsibilities:

· To provide efficient typing and word processing service for Practice staff teams as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and professional manner.

· Managing the choose and book system to make appointments, bookings and admissions as required including e-Referrals.

· Have the ability to prioritise workload.

· To establish and maintain filing and administrative systems so that written/computer information is easily accessible and secure.

· To retrieve medical records and assist the completion of medical/insurance records.

· To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

· Using Dragon (voice dictation software).

· To update patients records within the computer clinic system in an accurate and secure manner.

· To assist with the gathering of statistics and information when required.

· To provide cover for members of the practice team in periods of sickness and annual leave.

· In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.

· To perform all clerical and administrative duties.

· Assist and direct patients in accessing the appropriate service or professional in a courteous and efficient way.

· To support with dispatching mail.

· To monitor multiple email accounts and prioritise workload where applicable.

Confidentiality:

· In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

· In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

· Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health and Safety policy, the practice Health and Safety manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role.
• Undertaking periodic infection control training (minimum annually).
• Reporting potential risks identified.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
• Work effectively with individuals in other agencies to meet patients’ needs.
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognize people’s needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

Person Specification

Qualifications

Essential

• Good General Secondary Education including GCSE's grade A-C in English and Maths

Desirable

• NVQ Level 2 in Health & Social Care
• RSA Stage 2 in Typing

Experience

Essential

• Minimum of 12 months period working directly with members of the public in an office environment
• Experience of answering telephone calls in a high call-volume environment
• Experience of setting up general office administrative systems / working in an administrative office environment
• Good team working skills and the ability to work under pressure
• Experience of working within a multi-disciplinary team
• Flexible with regard to working hours, e.g, holiday cover and sickness cover

Desirable

• Experience of working in a GP practice
• Experience of working in the NHS

Personal Criteria

Essential

• Flexible, approachable & friendly
• Awareness of equality and diversity
• Professional attitude and smart appearance
• Evidence of COVID vaccination
• Satisfactory DBS check
• Eligibility to work in the UK
• Satisfactory references covering a 5 year period

Desirable

• Full clean driving licence
• Interested in/aptitude for learning new skills/taking on new challenges

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

Castle Healthcare Practice

Address

50 – 60 Wilford Lane

West Bridgford

Nottingham

NG2 7SD

Employer's website

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