Medical Secretary

**JOB DESCRIPTION**

**Title: Medical Secretary**

**Responsible to: Site Lead Officer**

**Accountable to: Site Lead Officer**

**1. Job Role/Purpose**:

- To provide general secretarial support to the Site Lead Officer, doctors and health professionals.
- To deal with enquiries from medical staff, patients and the general public.
- To provide efficient audio & copy typing and word processing service for GP’s and health professionals as required.
- To be conversant with organisational policies and procedures to ensure an efficient and effective delivery of service provision

**2. Key Duties & Responsibilities**:

- To provide efficient audio & copy typing and word processing service for GP’s and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc. in an accurate and qualitative manner.
- To assist Site Lead Officer with all clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To liaise and arrange meetings (to include booking of rooms) as required and to attend and take minutes.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To retrieve medical records and assist the completion of medical/insurance reports.
- File patient records and correspondence in patient records.
- To receive incoming and outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To maintain the computer clinic system in an accurate and secure manner.
- To assist with the gathering of statistics and information when required.
- To provide occasional cover for members of the reception team during periods of sickness or annual leave.
- In liaison with clerk responsible, maintain adequate supplies of office stationary in order to perform secretarial duties.
- To receive and dispatch mail.
- Participation in annual individual performance review.
- Performing the evening checklist procedure prior to departing the building; liaising with the practice cleaners as required.
- To work collaboratively with other users of the centre; to work in a flexible and positive manner with colleagues, to assist in the promotion of a professional, competent and caring delivery of healthcare to the users of the service.
- To work safely at all times in accordance with Legislative requirements and MMP Policy and Procedures.

**3. Other Responsibilities**

**Health and Safety**
- To comply with the Health and Safety at Work etc. Act 1974.
- To take responsibility for their own health and safety and that of other persons who may be affected by their own acts or omissions.
- To ensure all staff are fully trained and conversant with fire regulations and health and safety and understand what to do in an emergency.
- Ensure a trained first aider is available in the building.
- Ensure fire alarms are tested regularly and within the set guidelines.

**Equality and Diversity**
- To carry out at all times their responsibilities in line with Equal Opportunities Policy and Procedure.

**Risk Management and Clinical Governance**
- To work within the Clinical Governance Framework of the practice, incorporating Risk Management and all other quality initiatives and all aspects of CQC implementation.

**Confidentiality**
- To maintain confidentiality of information relating to patients, clients, staff and other users of the services in accordance with the Data Protection Act 1998 including outside of the work environment. Any breach of confidentiality may render an individual liable for dismissal and/or prosecution.

**Safeguarding**
- Whilst in post, staff are expected to acquire and update their knowledge on safeguarding as per the intercollegiate document requirements and MMP policies.

**General**
- To undertake any other duties commensurate with the role, within the bounds of his/her own competence as guided by the attached management framework.
- To work across the various MMP sites as required.
- In light of national policy and due to the needs of the business it may be necessary for the Partnership to alter the opening hours of the surgeries. This could incorporate different opening hours and weekend working which may effect when you are required to work. The post holder is expected to be flexible and accommodating, following consultation, in terms of any changes to operating times in the future.

**Job Types**: Full-time, Part Time

Location: Old Priory Surgery/All Saints Medical Centre

Job Ref: 2238

**Job Types**: Part-time, Permanent

Pay: £20,114.00-£22,734.00 per year

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 11/02/2025
Reference ID: 2238