Medical Secretary

Job responsibilities

Job Title: Medical Secretary

Accountable to: Patient Liaison Lead

Job Purpose

To provide comprehensive, high quality medical secretarial and administrative support to City and Primary Care Sheffield GP Practices management, clinical and administrative teams.

General Requirements

To provide comprehensive medical secretarial and administrative support to City and Primary Care Sheffield GP Practices clinical, management and administrative teams.

To produce high quality and accurate correspondence within required timescales and perform general administrative tasks for the different surgeries.

To provide an efficient and effective patient administration function within the primary care setting

Principal Duties

To provide a full confidential secretarial service to the clinical and management/admin teams, using both audio/copy typing. To include medical referral typing, word processing including the production of high quality, accurate and timely correspondence, letters/reports etc.

To provide a comprehensive administrative service to the practice including clerical support, general administrative duties, setting up and maintaining filing systems and other office systems, data input into clinical systems.

To assist the support manager with changes to the clinical system when necessary.

To receive, screen and make telephone calls, including dealing with general enquiries from outside sources, resolving enquiries when possible, taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken.

Carry out a variety of clerical duties relevant to the post i.e photocopying etc.

To understand and maintain issues of confidentiality at all times.

Process/record and follow up all patient information and ensure accurate recording of patient demographics.

Process and follow up external requests for medical reports/opinion. Record information electronically occasionally using medical templates for insurance, solicitors and government forms etc on the appropriate database. Log all payments.

Act upon and process requests from patients requesting processing of applications e.g. passports, HGV applications.

Process and acknowledge receipt of monies from patients, when necessary.

To acquire and develop new skills as and when required ensuring consistency when dealing with and updating practices and procedures.

To be responsible for continuing personal development in line with Primary Care Sheffield policies.

Support, network and provide administrative/secretarial cover in the absence of colleagues over the Clover sites so that an effective administrative service is maintained.

Other

To be responsible for continuing personal development in line with Primary Care Sheffield policies.

To have an annual Personal Development Review with line manager.

Service Development

Assist in development of practice policies and procedures.

The post holder should be comfortable in the use of computer technology, have basic keyboard skills and have the ability to use email.

All employees are expected to observe the following: -

Equal Opportunities and Dignity at work Statement of Intent

Primary Care Sheffield is a major employer and provider of services. We are committed to building a workforce which reflects the diversity of and meets the needs of the local community.

We oppose all forms of discrimination on legal and moral grounds, and recognise that discrimination creates barriers to achieving equality for everyone.

Primary Care Sheffield is committed to making equality of opportunity and fair treatment a reality whereby an individual can seek, obtain and continue employment without unfair discrimination.

As an equal opportunities employer, we will ensure that all job applicants and employees receive fair and equal treatment and will not be disadvantaged by unjustified conditions or requirements.

Primary Care Sheffield Equal Opportunities and Dignity at Work Policy underpins our commitment to achieve equality and fairness at work and to ensure that individuals or groups are not unfairly discriminated against.

Safeguarding Children and Adults

The Trust is committed to safeguarding and promoting the welfare of children, young people (anyone under the age of 18) and adults. It expects all staff, volunteers and contracted staff to share this commitment and act in such a way that safeguards and promotes the health and wellbeing of children, young people and adults.

Staff must ensure that they are familiar with the signs and symptoms of abuse and know what to do if any such concerns are raised.

Staff are expected to know about and follow Primary Care Sheffield safeguarding children and safeguarding adult policies which can be found on the intranet and participate in related mandatory/statutory training.

Risk Management

Staff should be aware of the principles of risk management and adopt appropriate practice to reduce the risk to themselves and others. In particular, staff should observe Primary Care Sheffield Risk Management Strategy, Risk, Incident & Serious Incident reporting and management policies, Health & Safety regulations and the risk management training requirements for all staff.

Infection Prevention & Control

Staff are expected to comply with Primary Care Sheffields Infection Prevention & Control policies and conduct themselves in such a manner as to minimise the risk of causing healthcare associated infections.

Experience

Essential

• Knowledge and experience of managing office systems
• Relevant experience within an administrative service/department
• Minute taking
• Practical application of Administration Systems

Desirable

• Previous NHS experience
• Experience of Audio Typing

Qualifications

Essential

• RSA/OCR II Typing/Text Processing or equivalent
• Good level of general education including GCSE maths and English or equivalent

Desirable

• ECDL
• NVQs

Knowledge and Skills

Essential

• Knowledge of office procedures
• Excellent organisational skills
• Good standard of literacy
• Good communication skills
• Excellent interpersonal skills with the ability to communicate with senior colleagues
• Excellent data input/word-processing skills
• Able to plan & prioritise workload and ensure follow up action is completed
• Able to deliver work with a high degree of accuracy and within agreed timescales
• Ability to work well with others
• Ability to work within set boundaries and organisational policies and procedures

Desirable

• Clinical System Use (SystmOne)
• Use of administrative systems
• Ability to develop and maintain networking associations with a broad range of people
• A good understanding of structure and function of service

Other

Essential

• Able to work under pressure in a changing environment
• Flexible and enthusiastic
• Takes pride in their work to promote a professional service
• Works as part of a team and is sensitive to the needs of service users
• Able to contribute and work within practice guidelines
• High level of confidentiality
• Willingness to undertake training and personal development in line with the demands of the post

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).