Medical Secretary

2 weeks ago

Sunderland, Sunderland, United Kingdom Sunderland GP Alliance Full time

Job summary

To provide general secretarial support to the practice manager, doctors and health professionals involving word processing and audio typing skills with general administration work.

Job responsibilities:

To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner using a digital system.

Work with E-referral booking system and liaise with patients re appointments.

To make appointments, bookings and admissions as required.

To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To retrieve medical records and assist the completion of medical/insurance records.

File patient records and correspondence in patient medical records.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinical filing system in an accurate and secure manner.

To assist with the gathering of statistics and information when required.

Updating and maintenance of franking machine with postage when required and monitor price increases.

To provide cover for members of the secretarial/administration team during periods of sickness and annual leave.

To maintain adequate supplies of office stationery in order to perform the practice

To receive and dispatch post and maintain a pending/sorting system and distribution.

To maintain email system.

Any other duties required of the role or by the practice management.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will 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 and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines.

Identifying the 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.

Actively reporting of health and safety hazards and infection hazards immediately when recognised.

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.

Undertaking periodic infection control training (minimum annually).

Reporting potential risks identified.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples 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 and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

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:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for own actions, either directly or under supervision.

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance. Work effectively with individuals in other agencies to meet patients needs.

Effectively manage own time, workload and resources.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect own work.

Participate in audit where appropriate.

All members of staff may be asked to attend periodic Staff Meetings, which may be held outside their normal working hours. They may also be required to work extra hours covering for holidays and sickness. This may include Saturday mornings and possibly weekend work in future on a rota basis.

Conditions of employment including hours of work, holidays etc are covered in your Contract of Employment. The staff handbook contains employment policies.

You are employed in the role as specified within your job description. However, in order to meet the needs of service users and ensure the efficient running of the service, a flexible approach to your duties is required. You may be required to undertake any other reasonable duty which is required in the office environment such as covering reception and undertaking general administration tasks in relation to working within the SGPA, this may on occasion not be planned and will be on an, as and when required basis.

Person Specification

Disposition

Essential

Ability to work across multiple sites in the Sunderland area Provide motivational coaching with the ability to inspire trust and confidence Confident and comfortable with difficult situations Patient, friendly and approachable Able to work under pressure and emotionally resilient Ability to actively listen, empathise with people and provide non-judgemental support Ability to respect and value individual lifestyles, backgrounds and cultures

Experience

Essential

Experience of supporting people, their families and carers in a paid or unpaid capacity Experience of working in a community setting Experience of handling confidential information. Experience of collecting and recording information and data Ability to identify risk to self and others, Identifying and reporting safeguarding incidents

Desirable

Experience of working in or with voluntary organisations or groups in a paid or unpaid capacity Experience of working collaboratively with different organisations, building trust, confidence and partnerships Extensive knowledge of local services within a Sunderland Locality through either living or working within one of the wider Sunderland settings. Experience of working with GPs and/or other Health or Social Care providers or knowledge of how systems work

Qualifications

Essential

Demonstrable commitment to personal and professional development Proficient in the use of Microsoft Office applications.

Flexibility

Essential

All members of staff may be asked to attend periodic Staff Meetings, which may be held outside their normal working hours. They may also be required to work extra hours covering for holidays and sickness. This may include Saturday mornings and possibly weekend work in future on a rota basis. Conditions of employment including hours of work, holidays etc are covered in your Contract of Employment. The staff handbook contains employment policies. You are employed in the role as specified within your job description. However, in order to meet the needs of service users and ensure the efficient running of the service, a flexible approach to your duties is required. You may be required to undertake any other reasonable duty which is required in the office environment such as covering reception and undertaking general administration tasks in relation to working within the SGPA, this may on occasion not be planned and will be on an, as and when required basis.

Motivation and Skills

Essential

Prioritise and work to deadlines. Outstanding organisational skills Work effectively and collaboratively as part of a team but also autonomously. High level and adaptable communication skills across a range individuals of all ages, backgrounds and cultures with varying social and emotional needs Understanding the impact of economic and environmental factors on people's health and wellbeing Promote and maintain good working relationships with a variety of external partners. Keep accurate records of discussions and clearly replicate discussions in writing Work on own initiative but within constraints of the role Understanding of and commitment to equality, diversity and inclusion Ability to competently use technology and IT systems including word processing, email and the internet to create simple personalised plans with individuals

Desirable

Ability to support the development of small voluntary led groups

Other

Essential

Meet DBS standards and Criminal Record checks

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