Medical Secretary

**THE VILLAGE SURGERY**

**SOUTHWATER**

**JOB DESCRIPTION**

**JOB TITLE: MEDICAL SECRETARY**

**REPORTS TO: PRACTICE BUSINESS MANAGER**

**HOURS: Negotiable**

**Job Summary**:
To provide general secretarial support to the Practice involving computer and audio typing skills with general clerical and administrative work.

**Responsibilities**:

- To provide an efficient and comprehensive audio, copy typing, word processing and secretarial service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, etc. in an accurate, quality and timely manner.
- To assist the Practice Manager with clerical and administrative duties as delegated.
- To make appointments and bookings as required for medical examinations. To assist with the completion of paperwork and file or scan accordingly.
- To occasionally attend meetings and take minutes.
- To establish and maintain paper and computer filing and administrative systems.
- 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. Communicating as necessary with patients and NHS staff.
- To assist with the gathering of statistics and information when required.
- Scanning of documents into the clinical system. Enter details onto the computer.
- To dispatch mail and maintain a pending system.
- To provide cover for members of the secretarial team during periods of sickness and annual leave.
- To observe and abide by procedures and protocols of the Practice policies and this job description.
- The post-holder may be asked to undertake such duties in line with the grading of the post by the Practice Manager from time to time.
- Understanding and knowledge of the Caldicott Report.

**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 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 and Safety Policy, the practice Health and Safety Manual, and the practice Infection Control Policy and published procedures. This will include:

- 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 skills and knowledge
- 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 holder’s role
- Reporting potential risks identified

**Equality & 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 people’s rights, interpreting them in a way that is consistent with Practice policies and procedures, 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 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 team’s performance
- Work effective