Medical Secretary

Job responsibilities

JOB TITLE: Medical Secretary

MAIN PURPOSE OF POST:

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

RESPONSIBLE TO: Dr S Schulz and Partners and the Management Team

LINE MANAGER: Business Development and Contracting Lead

KEY RESPONSIBILITIES:

1. Communication
2. Health safety and security
3. Quality
4. Teamworking
5. Equality and diversity
6. Information processes

Communication

Communicate effectively with other team members

Communicate effectively with patients and carers, recognising their needs for alternative methods of communication

Recognise potential areas of conflict, preventing where possible and reporting to senior members of staff if unable to resolve.

Health safety and security

• Use the personal security systems within the workplace according to practice guidelines
• Identify the risks involved in work activities and undertake them in a way that manages the risks
• Adhere to practice agreed protocols, procedures and guidance
• Know the general principles of first aid and resuscitation to be able to undertake initial actions as appropriate
• Be aware of statutory child health procedures and statutory local guidance and referral criteria
• Know the health and safety policies and procedures within the workplace, including fire procedures, maintaining documentation, monitoring and maintaining of equipment and furniture within your area of responsibility
• Use the computerised information systems monitor safely and according to current protocols and procedures
• Follow procedures relating to the risks to health of microbiological and chemical hazards within the working environment according to the Control of Substances Hazardous to Health

Quality

• Alert other team members to issues of quality and risk in the care of patients
• Ensure own actions are consistent with governance systems
• Know the practice policies available in the practice staff handbook
• Prioritise, organise and manage own workload in a manner that maintains and promotes quality
• Participate in the maintenance of quality governance systems and processes across the practice and its activities
• Support and participate in shared learning across the practice and wider organisation
• Participate in the review and identify learning from patient complaints, clinical incidents and near-miss events
• Participate in performance monitoring review of the team, providing feedback as appropriate.

Teamworking

Understand own role and scope in the organisation and identify how this may develop over time

Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working

Ensure clear understanding and utilisation of communication systems within the practice

Accept delegation from other members of the team, prioritise own workload and ensure effective time-management strategies are embedded in your personal practice

Work effectively with others to provide a quality service to internal and external customers

Participate in team activities that create opportunities to improve quality of patient experience and care

Equality and diversity

Identify patterns of discrimination, take action to overcome this, and promote diversity and quality of opportunity

Enable others to promote equality and diversity in a non-discriminatory culture

Support people who need assistance in exercising their rights

Monitor and evaluate adherence to local chaperoning policies

Act as a role model in good practice relating to equality and diversity

Accept the rights of individuals to choose their care providers, participate in care and refuse care. Assist patients from marginalised groups to access quality care

Information processes

• Record information in an accurate and timely fashion using manual or computer systems as appropriate
• Maintain confidentiality or information relating to patients, relatives, staff and the practice
• Take the necessary precautions when transmitting information
• Understand own and others responsibility to the practice regarding Freedom of Information Act

Qualifications

Essential

• Educated to GCSE level or equivalent
• Basic computer experience
• Willingness to undertake an NVQ or an equivalent qualification

Desirable

• GCSE Mathematics and English (C or above)
• AMSPAR Medical Secretarial Diploma of equivalent

Experience

Essential

• Experience of working with the general public
• Experience of working in a healthcare setting as a Medical Secretary

Desirable

• Experience of administrative duties

Knowledge and skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure
• Demonstrates a good understanding of how important information governance and confidentiality are within general practice

Desirable

• Can demonstrate a good understanding of needs of the patient and the role of the Medical Secretary
• Demonstrates a good understanding of how important information governance and confidentiality are within general practice
• Experience using EMIS Web

Communication and verbal skills

Essential

• Good interpersonal and communication skills
• Able to communicate routine information that requires tact and persuasive skills, or where there may be barriers to understanding
• Ability to communicate effectively via telephone, face to face or in group discussions

Desirable

• Proven ability to communicate effectively at all levels in a medical environment.

Other requirements

Essential

• Flexibility to work outside of core office hours

Personal qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure