Medical Secretary/administrator

**Job summary**

We are looking for a Medical Secretary / Administrator to join our busy and evolving admin team. You will be responsible for a wide range of medical secretarial and admin duties and will provide administration support for the clinical team. The role is varied and requires, excellent prioritisation and time management skills, a positive attitude towards working within general practice and a willingness to adapt to changing demands.

**Main duties of the job**

To provide a high quality and efficient general secretarial & administrative services to the Doctors, Health Professionals & Management Team involving word processing audio typing skills and general clerical work.

**About us**

We are a fun, happy, hardworking and resilient team. Our clinical team consists of supportive GP's, ANP, Practice Nurses and Health Care Assistants. With a strong, supportive friendly nursing team, administration, reception and dispensary teams. List size 5100 Dispensing practice Fully computerised (System One) Consistently high QOF achievement,

We are a great team to work with, who are passionate about patient care, staff health and wellbeing and working together as a team. If you share our passion for the NHS and want to join an enthusiastic, forward-thinking team committed to patient and staff welfare we would be delighted to hear from you.

The duties and responsibilities to be undertaken by the Medical Secretary/Administrator Assistant may include any or all the items in the following list. Duties including those not on the list which are delegated from time to time, may be varied under the direction of the Practice Manager, dependent on current and evolving Practice workload and staffing levels:

- Provide an efficient audio, copy typing and word processing service for the practices clinical team and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes etc. in an accurate and quality manner.
- Process referrals using the e-referral system or any other designated referral management system to include the use of choose and book, 2WW, advice & guidance, rejected & private referrals.
- Contact and liaise with hospitals and other outside agencies as requested
- Action and complete death notification as per practice policy
- To receive and dispatch post and maintain a pending system. Sort, scan and attach incoming post and then distribute to the appropriate organisations and/or person/s.
- To action & escalate safeguarding concerns in a timely and appropriate manner as per practice policy.
- Run basic patient, clinical & organisational reports from the clinical system and maintain and action patient safety spreadsheets.
- Action & complete SystmOne tasks in an appropriate and timely manner
- Register new patients and temporary residents in accordance with practice procedures
- To assist the practice management and administrative team with any appropriate clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To provide cover for members of the admin/reception team during periods of sickness and annual leave
- Prioritise own work efficiently and effectively, working within the team to ensure all administrative duties are met.
- Maintain adequate supplies of office stationery to perform secretarial duties.
- Read coding of information into the practice clinical system
- Attend & contribute to practice meetings, taking minutes when requested
- To take responsibility for own development

**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 Poli