Medical Secretary/Administrator

Job Summary

The job holder is responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS). Processing of SARs PMARs in an accurate and timely manner.

Responsibilities

The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Process referrals using the electronic referral system (ERS)
• Process requests for information for SARs, PMARs and DVLA forms
• Process patient letter requests and invoice for private work accordingly
• Word processing, reports and associated documentation as required
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Manage all enquires in an effective manner
• Maintain an accurate referrals database
• Manage safety netting
• Answer incoming phone calls, dealing with the callers queries appropriately
• Process online referral queries
• Scanning of patient related documentation and attaching scanned documents to patient's healthcare records
• Input data into the patient's healthcare records as necessary
• Franking of post at the end each day and distribution to the Royal Mail post box.
• Manage all administrative queries as necessary
• Manage stationary supplies and ordering stationary as appropriate.
• Manage staff refreshments, ordering and arranging collection of refreshments and groceries as required
• Servicing meetings, circulating the agenda and related documents, recording and typing the minutes of meetings.
• General office duties including but not limited to photocopying, faxing, emailing, answering telephone calls, taking messages, dealing with urgent queries.
• Carry out system searches as requested
• Support reception / administrative staff, providing cover during staff absences and team meeting
• Process discharge summary and file into patient records
• Maintain a clean, tidy, effective working area at all times
• Support all clinical staff with general administrative tasks as requested
• Update secretarial protocol and procedures regularly.
• Support in the management of QOF and Enhanced Services.

Maintain and update documents templates on EMIS Web including referrals forms, template letters etc.

1. Confidentiality

• 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.

2. 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 policy, the practice Health & 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 knowledge and skills
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• 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

3. Equality and diversity

• The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
• Acting in a way that recognizes the importance of people's rights, 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.

4. 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 individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

5. 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
• Work effectively with individuals in other agencies to meet patients' needs
• Effectively manage own time, workload and resources

6. Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize people's needs for alternative methods of communication and respond accordingly

Person Specification – Receptionist / Administrator

Qualifications

Essential:

Educated to GCSE level or equivalent

Desirable:

GCSE Mathematics & English (c or above)

NVQ Level 2 in Health and Social Care

Experience

Essential:

Experience of working with the general public

Experience of administrative duties

Experience of working in a health care setting as a medical secretary

Skills

Essential:

Excellent communication skills (written and oral)

Strong IT skills including word processing

Clear, polite telephone manner

Competent in the use of Office and Outlook

Effective time management (Planning & Organising)

Ability to work as part of a team

Good interpersonal skills

Problem solving & analytical skills

Ability to follow policy and procedure

Desirable:

EMIS user skills

Personal Qualities

Essential:

Polite and confident

Flexible and cooperative

Motivated

Forward thinker

High levels of integrity and loyalty

Sensitive and empathetic in distressing situations

Ability to work under pressure

Personal Qualities

Essential:

Flexibility to work outside of core office hours

Disclosure Barring Service (DBS) check

Job Types: Full-time, Permanent

Pay: £24,500.00-£27,375.00 per year

Benefits:

• Company pension
• Free flu jabs
• Free parking
• On-site parking

Experience:

• GP surgery: 1 year (required)
• Medical Secretary: 1 year (required)

Work Location: In person