Medical Secretary

Job Posted: 10 August 2023

**Contract Term**:Permanent

**Location**:Cowes, Isle of Wight

**Contract Type**:Part time

**Salary**:Depending on experience

**Industries**:Pharmaceutical & Medical** **Administration** **General Office***

**Closing Date**: 20 August 2023
**Medical Secretary - Cowes Medical Centre**

**One Wight Health Ltd**

**The closing date is 20 August 2023**

**Job summary**

Please note: This vacancy is being advertised by One Wight Health Ltd - GP Federation, on behalf of Cowes Medical Centre.Cowes Medical Centre will remain the substantive employer for this post.

21 to 25 hours per week over at least 3 days can accommodate working school hours.

Our mission is to provide sustainable, good quality, safe, people-centred primary care services to patients, and temporary residents, in our locality. To do so we tailor patient services to population types, focus resources where they are most needed, co-ordinate with related services and listen to our patients and staff.

We offer employees a challenging, but rewarding role, market rate competitive base salary, excellent contributory pension terms, generous holiday allowance and a friendly, supportive working environment.

**Main duties of the job**

A medical secretary provides administrative support to our clinicians and operational management, through working closely with colleagues to achieve shared objectives and daily priorities. They are the main point of contact for patient referrals from general practice into Secondary care. Understanding the clinical referral pathways and requirements is a key responsibility and one that helps both our clinicians and our patients.

**About us**

At Cowes Medical Centre, we are a multi-disciplinary team of 60+ with a breadth of skills and specialisms including GPs, ANPs, MSK, MHP, paramedics, dietician, pharmacy technician, wellbeing coaches and social prescriber. We are passionate about patient care, professional development, and partial to homemade cake. We are supportive of one another and often lunch together. We have a purpose built building, with great facilities including a dedicated minor ops room, treatment room, phlebotomy suite, training facilities, and parking.

**Job description**

**Job responsibilities**
- Be responsible for the administration of patient referrals via multiple pathways, ensuring that all elements are dealt with in accordance with timescales, and that nothing is missed.
- Triage replies such as rejected referrals and advice & guidance replies from secondary care providers.
- Chase and/or expedite documentation to help ensure a safe and responsive service for our patients.
- Support on submissions to the Medical Examiner and the Coroner.
- Submit notices of infection diseases.
- Respond to enquiries and liaise with patients, carers, secretaries, NHS administrators, other healthcare providers, doctors, consultants etc and maintaining good working relationships.
- Provide an efficient transcription service, copy typing and drafting of letters for clinicians as required - taking care the content is accurate, checked for spelling and grammar, the content flows and is structured appropriately, and ensure it is sent to the appropriate recipient.
- Work as a team to ensure the smooth running of the secretarial support.
- Ensure patient information is always kept secure and confidential.
- Maintain accurate Patient records promptly and quickly - entering data in accordance with reporting requirements.
- Support developing and installing letter templates.
- Arrange ambulance transport for patients as per the protocol and liaise with the patient or their carer on this.
- Expedite appointments/tests as required.
- Establish and maintain filing and administrative systems for non-patient related information.
- Provide meeting administration and minute taking.
- Escalate any problems to your line manager or the business manager.
- Provide cover for members of the secretarial team during periods of sickness and annual leave.
- Support the wider team with enquiries in your area of responsibility,
- Support on team meeting administration as requested by the meeting Chair.
- Any other duties as may reasonably be requested.

**Person Specification**

**Qualifications**

**Essential**
- Minimum of English GCSE B or equivalent

**Desirable**
- Medical Terminology training
- Typing/Word Processing qualification

**Experience**

**Essential**
- Previous work as a secretary/administrator
- At least a rudimentary understanding of medical terminology
- Quick accurate typist
- Microsoft office Word, Excel & PowerPoint
- Formatting of formal letters
- Excellent customer service skills
- Excellent verbal and written communication skills
- Problem solving skills
- Ability to work without direct supervision
- Ability to manage time and workload
- Manage multiple tasks and conflicting demands
- Ability to work under pressure
- Ability to work as part of an integrated multi-skilled team

**Desirable*