Medical Secretary

Job description

Job responsibilities

JOB TITLE: Practice Secretary

REPORTS TO: Assistant Practice Manager

HOURS: 30 hours per week

Job Summary

We are seeking a motivated and experienced Medical Secretary to provide highquality secretarial support to the Practice Manager, Doctors, and other Health Professionals across our four sites. The role involves word processing, audio typing, and a range of general clerical duties.

You will be part of our dedicated secretarial team based at our Chaddesden site. The practice uses System One and Lexacom dictation systems.

MAIN DUTIES AND RESPONSIBILITIES

Ensure the efficient processing of referral letters, minutes, practice correspondence, and reports

Prepare and produce documents including hospital referrals and associated paperwork

Operate the e-Referral system effectively

Maintain accurate systems for recording both NHS and private referrals

Maintain a clear audit trail for all referrals, ensuring clinicians complete the referral process

Respond to and appropriately redirect patient queries and requests

Undertake information retrieval in the best interests of the practice and patients

Work confidentially at all times, in line with practice policies

Make appointments and bookings as required

Take minutes for meetings as requested

Process tasks in a timely and accurate manner

Work safely and in accordance with legislative requirements, practice policies, procedures, and protocols

Maintain a thorough knowledge of all practice procedures

Confidentiality

During the course of your work, you will have access to confidential information relating to patients, carers, colleagues, and the business of the practice. All such information must be treated as strictly confidential and only shared with authorised persons in line with practice policies and data protection legislation.

Health & Safety

The postholder will support and maintain health, safety, and security by:

Using personal security systems in line with practice guidelines

Identifying risks in work activities and managing them appropriately

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures and maintaining a tidy, safe work environment

Reporting potential risks or hazards

Equality & Diversity

The postholder will support equality, diversity, and the rights of patients, carers, and colleagues by:

Acting in a way that recognises and respects peoples rights in line with practice policies and legislation

Respecting the privacy, dignity, needs, and beliefs of others

Behaving in a welcoming, nonjudgmental, and respectful manner

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

Alert team members to issues of quality and risk

Assess your own performance and take accountability for your actions

Contribute to team effectiveness by reflecting on activities and suggesting improvements

Work effectively with external agencies to meet patient needs

Manage your own time, workload, and resources efficiently

Communication

Communicate effectively with team members, patients, carers, and hospital personnel

Recognise when alternative communication methods are required and respond appropriately

Contribution to Service Implementation

Apply practice policies, standards, and guidance

Discuss with the team how policies and guidelines affect your work

Participate in audits where appropriate

Person Specification

Qualifications

Essential

• Recognised qualification in wordprocessing

Desirable

• GCSE Mathematics & English (C or above)

Experience

Essential

• Experience of administrative duties

Desirable

• Experience of working with the general public
• Experience of working in a health care setting as a medical secretary

Skills & Personal Qualities

Essential

• Skills & Abilities
• Excellent written and verbal communication skills
• Strong IT skills, including audio typing
• Clear, polite, and professional telephone manner
• Competent in the use of Microsoft Office and Outlook
• Effective time management, planning, and organisational skills
• Ability to work both independently and as part of a team
• Good interpersonal skills
• Strong problem solving and analytical abilities
• Ability to follow policies, procedures, and protocols
• Ability to work under pressure and manage competing priorities
• Personal Qualities
• Polite, confident, and professional
• Flexible and cooperative approach to work
• Motivated and proactive
• Forward thinking with a positive attitude
• High levels of integrity and loyalty
• Sensitive and empathetic when dealing with distressing situations

Desirable

• Experience using System One
• Experience using Lexacom
• Experience using e-Referal Service

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

Park Medical Practice

Address

Park Medical Practice

Maine Drive

Chaddesden

Derby

DE21 6LA

Employer's website

https://www.parkmedical.org.uk (Opens in a new tab)