Medical Secretary/administrator

2 weeks ago

Newcastle upon Tyne, United Kingdom The Grove Medical Group Full time

**The Grove Medical Group**

**JOB DESCRIPTION**

**1.** **JOB DETAILS**

**Job Holder**:
**Job Title: Medical Administrator/Secretary**

**Grade: Agenda for Change, Band 3**

**Reports to: Administration Lead**

**Accountable to: Practice manager**

**2.** **JOB PURPOSE**

**To provide an effective and efficient administrative and secretarial service in support of all aspects of the Grove Medical Group business.**

**To collate and record all income streams and expenditure in conjunction with the practice Finance Administrator and the Practice Manager.**

**3.** **DIMENSIONS**

**To ensure a seamless, efficient administrative service is provided to The Grove Medical Group team. This involves acting as the lead on Cytology, related medical administrative tasks, the typing of correspondence and reports, dealing with enquiries, using own initiative and judgement whilst providing a timely response to all communications.**

**To work in conjunction with the finance administrator to provide robust financial support, collating income streams, and identifying expenditure appropriately.**

**To act as an integrated member of the administrative team demonstrating a flexible approach to ensure that the needs of the Grove Medical Group are met.**

**There will be the occasional requirement to cover Reception duties.**

**4.** **KNOWLEDGE TRAINING AND EXPERIENCE**
- **The post holder will demonstrate a detailed knowledge of practice computerised information systems.**:

- **The post holder will ensure that all statutory requirements are met.**:

- **Demonstrate a high level of communication skills in dealing effectively with patients, carers and other staff members.**:

- **The post holder will demonstrate good numeracy skills.**:

- **The ability to work effectively without supervision within a delegated area of work.**:

- **To understand the requirements of maintaining confidentiality.**:

- **To demonstrate a high level of accuracy, presentation of information and attention to detail.**:

- **To employ a flexible approach to working with the ability to prioritise and organise own time management.**:

- **To continue with own personal and professional development.**

**5.** **COMMUNICATION**
- **To ensure effective communication with patients, carers and staff.**
- **Deals competently with telephone enquiries and is able to resolve the enquiry directly or ensure the efficient transfer to an appropriate person ensuring that prompt action is taken.**
- **To competently exchange information verbally electronically and in writing with patients, visitors and staff including the wider multi disciplinary teams.**
- **Ensure the timely distribution of referrals and requests, patient appointments and correspondence.**
- **To liaise with partner healthcare organisations and others as required.**

**6.** **ANALYTICAL AND JUDGEMENT SKILLS**
- **Exercise judgement in response to enquiries concerning any aspect of patient enquiry, appointments, clinical reports and requests for information.**:

- **Refer issues beyond scope of own responsibility to a senior member of staff.**

**7.** **PLANNING AND ORGANISATION**
- **To take responsibility for the planning of own work.**:

- **To take responsibility for delegated areas, to include appointment systems, waiting lists and the recording of specific data sets.**:

- **To prioritise own workload.**:

- **To arrange meetings.**:

- **To act as a point of contact for the GP Partners and support them with their communication to patients and other professionals.**

**8.** **PHYSICAL SKILLS**
- **Manual dexterity to ensure speed and accuracy when inputting patient data.**:

- **Management of all records and data.**:

- **To adopt a professional and helpful manner at all times.**

**9.** **PATIENT / CLENT CARE**
- **To ensure patient confidentiality is maintained in accordance with national and local policy.**:

- **To adopt a professional and helpful manner at all times.**:

- **To provide information and support in a non-clinical capacity.**:

- **To deal efficiently with all patient administrative support e.g. appointment scheduling, correspondence and recalls**:

- **To deal efficiently with all patient enquiries.**

**10.** **POLICY AND SERVICE DEVELOPMENT**
- **To adhere to all agreed Grove Medical Group policies and procedures**:

- **To contribute to inter-departmental policy development.**:

- **To collaborate in the development of internal procedures in own area of work.**

**11.** **FINANCIAL AND PHYSICAL RESOURCES**
- **To contribute to an effective stock control within administrative services.**:

- **To take a lead on Office supplies and reordering.**:

- **To exercise a personal duty of care when using expensive equipment, i.e. computers, printers etc.**

**12.** **HUMAN RESOURCES**
- **To comply with all aspects of The Grove Medical Group Employment Policies and Guidelines.**:

- **To comply with all agreed Health and Safety Policies and take the responsibility to report anyt

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