Job responsibilities
Job Title: Medical Secretary/Administrator
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
When
required act flexibly within your role, which may include extended working days
and working at alternate sites. This will be in consultation with your line
manager in line with PCS policies.
The
post holder will be managed by the Support Manager but will be expected to act
independently exercising sound judgement to support others in the team.
The
post holder will act autonomously up to the level of seniority of role, seeking
advice when necessary.
The
post holder will have regular 1:1s with line mangers to support ongoing
development
and review performance.
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, including
the production of high quality, accurate and timely correspondence, letters and
reports.
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.
Use
of appropriate referral software, digital dictation system, report redaction
and preparation of medical report software.
Support
Clinical meetings by minute taking and sharing appropriately.
Monitor
and action group shared emails accounts as well as own work email account.
Manage
ERS and CASES workload lists.
Understand
and maintain confidentiality at all times.
Process,
record and follow up all patient information and ensure accurate recording of
patient demographics, including actions required in relation to new baby
registrations.
Process
and follow up external requests for medical reports/opinion. Record information
electronically, using medical templates for insurance, solicitors and
government forms on the appropriate databases and record payments received.
Act
upon and process requests from patients requesting processing of applications
e.g. passports and 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 PCS policies.
Support PCS secretarial practice group by providing administrative/secretarial cover in
the absence of colleagues, to ensure an effective administrative service is
maintained.
Communication
The post-holder should recognise the importance of
effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods of
communication and respond accordingly.
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.
Health & Safety
The post holder will assist
in promoting and maintaining their own and others health, safety and security
as defined in the Health & Safety Policy, reporting any risks identified.
