Medical Secretary

About Oakfield Street Surgery

We are a busy GP Practice in Ystrad Mynach, Caerphilly County Borough, seeking a part-time Medical Secretary to provide administrative and reception support to our team.

Job Overview

The successful candidate will provide high-quality secretarial and administration services to the Practice and patients, including efficient processing and prioritizing of referral letters, operating the e-referrals computer system, and liaising with professionals, staff, patients, and other organizations.

Main Duties

• Provide a high-quality secretarial and administration service to the Practice and patients.
• Efficiently process and prioritize referral letters from NHS eReferrals and the private sector using a digital dictation system.
• Effectively operate the e-referrals computer system.
• Liaise with professionals, staff, patients, and other organizations to assist with the resolution and administration of queries.
• Frank post and take it to the Post Office daily.
• Ensure adherence to Practice policies and procedures, including quality and diversity information governance, H&S, and confidentiality.
• Provide cover for members of the secretarial team during periods of sickness and annual leave.
• Perform any other duties as required.

Person Specification

Essentials

• Previous secretarial experience using a digital dictation system.
• Excellent touch-typing skills.
• High standards of numeracy and literacy.
• Strong IT skills.
• Good communication skills.
• Attention to detail with a high level of accuracy.
• Working under pressure within a busy working environment.
• The ability to work on your own initiative and as part of a team.
• To undertake training as required.

Desirable

• Medical Secretary experience.
• Knowledge or experience of medical terminology.
• Knowledge of the VISION and/or EMIS system.

Confidentiality

Patients entrust us with 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 organization. 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 authorized 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 Employee Safety Handbook and published procedures. This will 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.
• Actively reporting health and safety hazards and infection hazards immediately when recognized.
• Keeping own work areas and general areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
• Undertaking periodic infection control training.
• Reporting potential risks identified.
• Demonstrating due regard for safeguarding and promoting the welfare of children.

Equality and Diversity

The post holder will support the equality, diversity, and rights of patients, carers, and colleagues, including:

• 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 that is welcoming to and of the individual, non-judgmental, and respects their circumstances, feelings, priorities, and rights.

Personal and Professional Development

The post-holder will participate in any training program 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 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 effectively with individuals in other agencies to meet patients' needs.
• Effectively manage own time, workload, and resources.