Medical Secretary

We are a large, busy, forward-thinking training practice that prides itself on providing high-quality patient care. We are looking to recruit a motivated and experienced Medical Secretary to join our expanding team. We are committed to delivering excellent customer service to our patients and supporting our wider primary healthcare team. We currently use System One and Lexacom.

What we offer:

• Generous holiday entitlement
• Free onsite parking
• A supportive, friendly working environment

About the role:

Based at our Chaddesden surgery, 30 hours per week, working as part of a dedicated administrative team. If you're enthusiastic, organised, and passionate about delivering high-quality care, we'd love to hear from you.

Main duties of the job:

• Provide a first-class secretarial service to the practice and its patients
• Ensure the efficient processing of referral letters, minutes, practice correspondence, and reports
• Prepare and produce documents, including hospital referrals and related paperwork
• Operate the e-Referral effectively
• Maintain an accurate and efficient system for recording both NHS and private referrals
• Respond to, and appropriately redirect, patient queries and requests
• Maintain a clear audit trail for all referrals, ensuring clinicians complete the referral process
• Undertake information retrieval as required in the best interests of the practice and patients
• Take minutes for meetings as requested

About us:

We are a large medical practice with 4 sites in Chaddesden, Oakwood, Borrowash & University of Derby. We pride ourselves in providing quality care for over 28,000 patients.

Job responsibilities:

We are seeking a motivated and experienced Medical Secretary to provide high-quality secretarial support to the Practice Manager, Doctors, and other Health Professionals across our four sites. The role involves word processing, audio typing, and a range of general clerical duties. You will be part of our dedicated secretarial team based at our Chaddesden site. The practice uses System One and Lexacom dictation systems.

Main duties and responsibilities:

• Ensure the efficient processing of referral letters, minutes, practice correspondence, and reports
• Prepare and produce documents including hospital referrals and associated paperwork
• Operate the e-Referral system effectively
• Maintain accurate systems for recording both NHS and private referrals
• Maintain a clear audit trail for all referrals, ensuring clinicians complete the referral process
• Respond to and appropriately redirect patient queries and requests
• Undertake information retrieval in the best interests of the practice and patients
• Work confidentially at all times, in line with practice policies
• Make appointments and bookings as required
• Take minutes for meetings as requested
• Process tasks in a timely and accurate manner
• Work safely and in accordance with legislative requirements, practice policies, procedures, and protocols
• Maintain a thorough knowledge of all practice procedures

Confidentiality:

During the course of your work, you will have access to confidential information relating to patients, carers, colleagues, and the business of the practice. All such information must be treated as strictly confidential and only shared with authorised persons in line with practice policies and data protection legislation.

Health & Safety:

The postholder will support and maintain health, safety, and security by:

• Using personal security systems in line with practice guidelines
• Identifying risks in work activities and managing them appropriately
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures and maintaining a tidy, safe work environment
• Reporting potential risks or hazards

Equality & Diversity:

The postholder will support equality, diversity, and the rights of patients, carers, and colleagues by:

• Acting in a way that recognises and respects people's rights in line with practice policies and legislation
• Respecting the privacy, dignity, needs, and beliefs of others
• Behaving in a welcoming, non-judgmental, and respectful manner

Personal/Professional Development:

The post holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

Alert team members to issues of quality and risk. Assess your own performance and take accountability for your actions. Contribute to team effectiveness by reflecting on activities and suggesting improvements. Work effectively with external agencies to meet patient needs. Manage your own time, workload, and resources efficiently.

Communication:

Communicate effectively with team members, patients, carers, and hospital personnel. Recognise when alternative communication methods are required and respond appropriately.

Contribution to Service Implementation:

Apply practice policies, standards, and guidance. Discuss with the team how policies and guidelines affect your work. Participate in audits where appropriate.

Person Specification:

Qualifications:

• Recognised qualification in word processing
• GCSE Mathematics & English (C or above)

Experience:

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

Skills & Personal Qualities:

• Excellent written and verbal communication skills
• Strong IT skills, including audio typing
• Clear, polite, and professional telephone manner
• Competent in the use of Microsoft Office and Outlook
• Effective time management, planning, and organisational skills
• Ability to work both independently and as part of a team
• Good interpersonal skills
• Strong problem-solving and analytical abilities
• Ability to follow policies, procedures, and protocols
• Ability to work under pressure and manage competing priorities

Personal Qualities:

• Polite, confident, and professional
• Flexible and cooperative approach to work
• Motivated and proactive
• Forward thinking with a positive attitude
• High levels of integrity and loyalty
• Sensitive and empathetic when dealing with distressing situations

Experience using:

• System One
• Lexacom
• e-Referral Service

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.