Medical Secretary in Bracknell

The Medical Secretary plays a vital role in ensuring the smooth and efficient operation of the general practice. This position provides comprehensive secretarial and administrative support to the multidisciplinary team, contributing directly to high quality patient care and effective communication across internal departments and external healthcare services.

Main duties of the job include:

• Producing accurate and timely clinical correspondence
• Managing referrals
• Handling patient and agency enquiries
• Processing emails
• Maintaining referral records
• Scanning and attaching documents to electronic health records
• Accurately entering SNOMED CT codes
• Managing electronic referrals (ERS)
• Responding to information requests
• Answering and directing phone calls
• Running clinical system searches
• Providing general administrative support

The postholder is expected to maintain an organised workspace, follow governance and safeguarding policies, and participate in mandatory training and ongoing professional development.

About us: You will be joining our friendly dynamic team from diverse backgrounds, approximately 7000 patients, we are an Emis Web practice. Our high-performing team includes Partner GP, Salaried GPs, Nursing staff, Pharmacists, Social Prescriber, Mental Health Practitioner and First Contact Physiotherapist, as well as a dedicated reception and admin team.

Job responsibilities include:

• Undertaking a wide range of secretarial and administrative duties
• Provision of administrative support to the multidisciplinary team
• Processing of information (electronic and hard copy) in a timely manner
• Liaising with multidisciplinary team members and external agencies
• Supporting the administration and receptionist teams as required
• SNOMED CT coding of relevant information into patients' electronic healthcare records

Primary key responsibilities:

• Type letters, reports and associated documentation as required
• Liaise with external agencies such as hospitals and community services
• Manage all enquiries effectively
• Maintain an accurate referrals database
• Action all incoming email in a timely manner
• Process calling letters as requested
• Scan documentation and attach scanned documents to patients' healthcare records
• Accurately input and code SNOMED CT data on the clinical IT system
• Process referrals using the electronic referral system (ERS)
• Process requests for information
• Answer incoming phone calls
• Conduct clinical system searches as requested
• Support all clinical staff with general administrative tasks
• Maintain a clean, tidy, effective working area
• Be aware of duties and responsibilities regarding current legislation
• Undertake all mandatory training and induction programmes
• Contribute to and embrace the spectrum of clinical governance
• Attend a formal appraisal with their manager at least every 12 months

Wider responsibilities include:

• Participate in local initiatives to enhance service delivery and patient care
• Produce meeting agendas and record the minutes of meetings
• Support and participate in shared learning
• Complete opening and closing procedures in accordance with the duty rota

Skills required:

• Proven office experience with strong organisational skills
• Previous administrative experience within a healthcare setting is highly desirable
• Excellent communication skills, both written and verbal
• Proficiency in using office software such as Microsoft Office Suite
• Ability to prioritise tasks effectively in a fast-paced environment
• Attention to detail and confidentiality when handling sensitive information
• Friendly demeanour with a professional attitude towards patients and colleagues

This role is ideal for motivated individuals seeking to utilise their administrative skills within a supportive healthcare environment. The position is paid and offers opportunities for professional development.

Person Specification:

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Problem solver with the ability to process information accurately
• Ability to use own initiative, discretion, and sensitivity
• Understanding of clinical coding
• Able to get along with people from all backgrounds and communities
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Good organisational skills
• Clinical IT system user skills
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Flexible and cooperative
• Motivated
• Understanding of safeguarding adults and children
• Knowledge of and ability to work to key policies and procedures
• Demonstrate personal accountability, emotional resilience and ability to work well under pressure

Experience required:

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

Qualifications:

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above
• NVQ Level 2 in Health and Social Care
• Level 3 in Medical Terminology

Other requirements:

• Occupational Health clearance
• Disclosure and Barring Service Check
• This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975