Medical Secretary/administrator

6 months ago

Warwick, United Kingdom Hastings House Medical Centre Full time

**Medical Secretary**
**Hours of duty: 32**
**Responsible to: Quality & Data Manager**
**Accountable to: Practice Manger**

Salary scale: Hastings House Medical Centre

**Job Purpose**

To be responsible for working with the other Medical Secretaries to provide a high quality and efficient secretarial service to the GP’s and other members of the Primary Health Care Team when required.

Key Responsibilities
- To work effectively with other team members for the benefit of patient care.
- Dealing with secondary care and outside agency requests and calls
- Ensure that all dictations are accurately typed and where these relate to patient care ensure that they are entered into patient record in a timely manner. (performance target - within 24 hours of time of dictation).

**Responsibilities**

**- Building eRS for referral letters - monitoring and actioning eRS worklists**

**- Building and updating referral forms.**

**- Overseeing 2WW process (breaching).**

**- Be aware of front of house processes.**

**- Aiding and advising new GP, Nurses and staff of processes**

**- Miscellaneous forms completions and invoicing**

**- Plus, any other administration duties/tasks as required**

**Communication**

**- Demonstrate sensitive communication styles to ensure patients and staff are fully informed.**

**- Communicate effectively with patients, carers and staff, recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating.**

**Delivering a quality service**

**- Prioritise, organise and manage own workload in a manner that maintains and promotes quality**

**Team working**

**- Work as an effective and responsible team player, supporting others and exploring the mechanisms to develop new ways of working**

**Management of risk**

**- Monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines**

**General**

**- Use technology and appropriate software packages as an aid to day to day operations.**

**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, to 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
- 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 recognizes 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 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 ow

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