GP Medical Secretary

1 week ago

Huntingdon, United Kingdom Hicks Group practice Full time

Job summary

Hicks Group Practice is offering an exciting opportunity for a Medical Secretary to join our friendly and supportive team. They will work over both sites, Charles Hicks Centre, Huntingdon and Roman Gate Surgery, Godmanchester serving a patient population of 17,100 and growing due to new developments in the local area.

We are looking to replace a retiring colleague and have a Medical Secretary post available. We are looking for a part time post 30 hours. You will be working set hours 9am to 3:30pm Monday to Friday, however flexibility will be required. The starting rate is £ rising to £ following full assimilation of the role, with a 6 month probationary period.

Experience of working in general practice/NHS and on SystmOne is preferred. The post holder will have responsibility for providing accurate secretarial services to the doctors and other members of the clinical team. A knowledge of medical terminology , and a familiarity with the Choose and Book system, would be preferred, however training will be provided.

We are looking to recruit a flexible, enthusiastic and motivated person with good communication skills to join our established team. The ability to work under pressure and prioritise workload is essential.

Main duties of the job

The Secretary provides a service to the doctors and other members of the clinical team, which includes creation of referrals, typing referrals/letters and other correspondence. Booking patient appointments on the Choose & Book system. Chasing results for the GPs, liaising with hospital secretaries etc.

About us

The Practice has been in existence, in various forms and in various buildings, since 1821. The Charles Hicks Centre was built in 1987 and extended in 1992. The Roman Gate Surgery replaced premises in Old Court Hall and was occupied in February 1994, extended in 2020.

The practice has 6 partners, 4 salary GPs, Advanced Nurse Practitioners, Practice Nurses and Healthcare Assistants. We are a training practice with Registrars, FY2 doctors, Medical Students from Cambridge University and student nurses. This large clinical team is supported by both the administrative team and reception team, all working closely together to provide the best care to our patient population.

Job description

Job responsibilities

Medical Secretary - primary role to provide effective secretarial and administrative support to the practice team.

All tasks shouldbe carried out in accordance with practice policies and procedures.

Responsibilities

a.Provide accurate secretarial services to doctorsand other members of the clinical team, including:

i.Creation of referrals following the clinicalpathways.

ii.Typing patient referrals.

iii.Typing reports.

iv.Typing letters and other correspondence.

v.Send email or advice & guidance messages whenappropriate.

vi.Arranging death certificates and cremation formsfor deceased patients.

b.Provide accurate secretarial services to themanagement team, including:

i.Typing reports and business documents.

ii.Typing letters.

iii.Typing and desktop publishing of information andpromotional materials.

c.Be familiar with and confident in the use of Chooseand Book & ERS software.

d.Create and maintain a filing and recording systemfor referrals and other correspondence.

e.Liaise with hospitals and clinics to arrangeurgent/emergency appointments and admissions.

f.Process incoming and outgoing mail via ERS, Choose& Book & Emails.

g.Ensure outgoing post is franked and the frankingmachine kept in credit.

h.Attend and participate in practice andadministrative team meetings.

i.Attend hospital led meetings regarding the referralsystem on a regular basis.

j.Assist the reception and administrative team withreception duties as required, including:

i.Respond to patients questions, queries andrequests at the reception desk and by telephone.

ii.Make appointments over the telephone or in person.

iii.Handle requests for emergency appointments andconsultations.

Communication Requirements

a.This job involves contact with patients, thepublic, and staff from other healthcare providers, in addition to day-to-daycommunications with colleagues throughout the practice team. Therefore the role requires:

i.Excellent communication and customer care skillsand a friendly, polite manner both on the telephone and face-to-face.

ii.Excellent written communication skills, includingaccuracy and clarity, to ensure typed documents are accurate and easy tounderstand.

Competence and Professional Development

a.This role requires the following competence andcommitment to continuing professional development (CPD).

b.A secretarial or administrative qualification atthe equivalent of NVQ level 2 or higher.

c.Evidence of understanding of medical terminology,either from a course, a qualification (eg medical secretarial) or experience.

d.Participation in annual appraisal and personaldevelopment planning and six-monthly review.

e.Undertake training and development as agreed withthe line manager at appraisal and six-monthly review time during the workingday will be provided for this.

Confidentiality

The post holder must maintain theconfidentiality of information about patients, staff and other health serviceproviders at all times. The work is of aconfidential nature and information gained must not be communicated to otherpersons except in the recognised course of duty.

Flexibility

This job description is intended to provide anoutline of the main responsibilities only, the post holder will need to beflexible in developing the role and work closely with the Lead Receptionist.

EqualOpportunities

The practice is committed to EqualOpportunities in employment and seeks to eliminate unlawful racial, sexual ordisability discrimination, to promote equality of opportunity and promote goodrelations between staff.

Skillsand Qualifications

Basic numeric and literacy GCSE/GCE orequivalent Computer literate ECDL or CLAIT

Smoking

The practice actively discourages smoking; itis against the law to smoke within the practice.

Healthand Safety

The post holder must be aware of theresponsibilities placed on them under the Health and Safety at Work Act (1974)to ensure that the agreed procedures are carried out to maintain a safeenvironment for patients, visitors and staff.

Contributionto the Implementation of Services

The post holder will apply practice policies,standards and guidance and discuss with other members of the team how theyaffect their own work.

OtherInformation

The post holder willwork at both sites, Charles Hicks Centre and Roman Gate Surgery. The job descriptionwill change by mutual agreement, in such instances the post holder will beissued with an amendment or given a new job description

Person Specification

Other Requirements

Essential

To work in other areas of the practice when required Ability to cope with stressful situations Awareness of the sensitivity and emotional demands of this area Be aware of own ability and limitations

Skills and Knowledge

Essential

Excellent communication skills written and verbal Excellent interpersonal and organisational skills Awareness and understanding of data protection act Awareness and understanding of patient/business confidentiality Ability to adapt to change within working situation Use own initiative to solve day-to-day problems

Desirable

Knowledge of medical terminology Able to manage and prioritise workload with minimum supervision

Experience

Essential

Working knowledge of MS Word Evidence of dealing with the public both on the phone and in person Experience of working to deadlines and managing own workload

Desirable

Working with SYSTMONE or other primary care clinical software Working with Choose and Book software Audio typing Previous medical secretarial experience

Personal Attributes

Essential

Flexible/positive approach to work Enthusiasm and motivation Calm and helpful personality Conscientious, hardworking and reliable Caring, approachable, professional manner Ability to work as part of a team and independently

Qualifications

Essential

GCE/GCSE English grade C or above

Desirable

Diploma/NVQ in Office Administration RSA Level II or III

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