Medical Secretary

The post holder is responsible for the secretarial services of the practice, providing general secretarial support to the practice manager, doctors and other health professionals. The post holder will take administrative responsibility for medical student teaching supporting the clinicians involved.

Job responsibilities

• Processing of information (electronic and hard copy) in a timely manner.
• Liaising with multidisciplinary team members and external agencies.
• Typing letters, reports and associated documentation.
• Processing referrals using the electronic referral system.
• Scanning patient documentation and attaching to records.
• Processing requests for information.
• Assisting with general secretarial administrative tasks.
• Adhering to practice policies and procedures.
• Liaising and arranging clinical meetings including attending meetings and taking minutes.
• Keeping a record of referrals.
• Providing cover for members of the secretarial team during periods of sickness and annual leave.
• Maintaining adequate supplies of office stationery in order to perform secretarial duties.
• Chasing up appointments for patients.
• Assisting in organising PPG meetings and taking minutes.
• Performing any other duties as requested by the practice manager, assistant practice manager, operations manager or clinicians.

Confidentiality

In the course of seeking treatment, patients entrust us with sensitive information; we are expected to respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients, staff and the business of the practice. All such information is regarded as strictly confidential. Information relating to patients, carers, colleagues or the business of the practice may only be divulged to authorised persons in accordance with the Practice policies and procedures.

Health & Safety

Using personal security systems within the workplace according to Practice guidelines. Identifying risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

Equality and Diversity

Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner which is welcoming to the individual, non-judgmental and respects their circumstances, feelings, priorities and rights.

Personal/Professional Development

Participation in an annual individual performance review and maintaining a record of own personal and professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others.

Alerting other team members to issues of quality and risk. Assessing own performance and taking accountability for own actions, either directly or under supervision. Contributing to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance performance. Working effectively with individuals in other agencies to meet patients' needs. Effectively managing own time, workload and resources.

Communication

Communicating effectively with other team members. Communicating effectively with patients and carers. Recognising people's needs for alternative methods of communication and responding accordingly.

Contribution to the Implementation of Services

Applying Practice policies, standards and guidance. Discussing with other members of the team how policies, standards and guidelines will affect own work. Participating in audit where appropriate.

Qualifications

GCSE grade A to C in English and Maths. Previous experience in a similar role is desirable.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.

£13 to £13.85 an hour. Working hours: Monday to Friday, 11:30am to 6:30pm.