Medical Secretary and Administrator

Job description

Job responsibilities

The following are the core responsibilities of the Medical Secretary/Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Managing all enquires in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email

f. Processing calling letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

h. Inputting data into the patients healthcare records as necessary

j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

k. Clinically coding data on SystmOne

l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately.

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

o. Maintaining a clean, tidy, effective working area at all times

p. Supporting all clinical staff with general administrative tasks as requested

In addition to the primary responsibilities, the Medical Secretary may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

Complete opening and closing procedures in accordance with the duty rota

Person Specification

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a healthcare setting as a medical secretary

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

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics and English (C or above)
• NVQ Level 2 in Health and Social Care

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

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

Desirable

• EMIS/ SystemOne/Vision user skills

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

Ivy Medical Group

Address

4 Wheatsheaf Court

Burton Joyce

Nottingham

Nottinghamshire

NG14 5EA

Employer's website

https://www.ivymedicalgroup.co.uk (Opens in a new tab)