Medical Secretary

Working as part of our Secretarial Team, you will support the practice with a range of secretarial and administrative duties. This will include processing patient referrals, copy typing, managing confidential correspondence, responding to referral queries, and supporting GPs and other healthcare professionals with administrative tasks.

Main duties of the job:

• Preparing reports, referrals and other documentation accurately and efficiently.
• Preparing clear, accurate and professional correspondence on behalf of the practice.
• Processing patient referrals using local BNSSG referral pathways, Remedy and NHS e-Referral Service.
• Managing incoming emails and secretarial inbox tasks.
• Using EMIS, Docman, Klinik and other practice systems in line with confidentiality and data protection requirements.
• Answering telephone queries from patients, healthcare professionals and external organisations.
• Maintaining e-Referral worklists and supporting the smooth running of the secretarial function.
• Providing cross-cover within the team during periods of leave, sickness or increased workload.
• Attending meetings and taking minutes when required.

About us:

Part-Time Practice Secretary Bedminster Family Practice South Bristol 16 hours per week. Bedminster Family Practice is looking for an enthusiastic and organised Part-Time Practice Secretary to join our friendly Secretarial Team. This is a part-time role working 16 hours per week over two days. Friday working is an essential requirement of the post due to service needs. The second working day can be discussed with the successful candidate. There will also be an expectation to provide occasional additional cover during periods of annual leave or absence within the secretarial team. We are a large, forward-thinking GP practice in South Bristol. We are quality-driven, friendly and innovative, and we value the contribution of every member of our team.

Job responsibilities:

• To provide an efficient and comprehensive typing and word-processing service for GPs and other healthcare professionals, including the accurate and timely preparation of correspondence, reports, invoices, patient referrals, and other documentation as required.
• To support clinicians with a range of clerical and administrative duties to ensure the smooth running of the practice.
• To utilise referral pathway systems and software, including Remedy and NHS e-Referral Service (eRS), in accordance with practice procedures.
• To receive and make telephone calls as required, ensuring timely and professional communication with patients, healthcare professionals, and external organisations, taking accurate messages and dealing with enquiries courteously and efficiently.
• To maintain the clinical computer system (EMIS) accurately and securely, in line with data protection and confidentiality requirements.
• To assist in the collection and collation of statistical data and information when required.
• To provide cross-cover within the secretarial team during periods of annual leave, sickness absence, or increased workload.
• To monitor, maintain, and distribute incoming emails from the secretarial inbox in a timely manner.
• To process and action clinical documentation received via Docman in accordance with practice protocols.
• To maintain and manage e-Referral worklists on a daily basis.
• To monitor and maintain the online Klinik portal daily, ensuring patient requests are processed appropriately.
• To attend meetings and take minutes where required, particularly in the absence of the Senior Secretary.
• To undertake any other duties appropriate to the role, as reasonably requested by the Practice Management Team.

This job description is not exhaustive and may be amended from time to time in line with the needs of the practice.

Person Specification:

• GCSE Grade A-C in English and Maths.
• Proficient in the use of Microsoft Office applications, email systems, and internet-based platforms.
• Able to manage and prioritise competing demands and responsibilities effectively.
• Capable of working positively and efficiently under pressure with minimal supervision.
• Courteous and approachable manner, with the ability to handle sensitive and confidential situations with tact and discretion.
• Excellent organisational and time management skills.
• Knowledge and understanding of medical terminology would be advantageous.
• Experience of working within a GP Surgery or similar medical setting.
• Experience of working with EMIS and DOCMAN.

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.