Experienced Medical Secretary Job Description & Person Specification

 
  • Job Title: Experienced Medical Secretary
  • Line Manager: Deputy Practice Manager
  • Accountable to: Practice Manager
  • Hours per week: 25 (afternoons only)

Job Summary

To be responsible for the undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can includes, 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 electronic referral service (ERS).

Mission Statement

As a Practice we strive to provide a caring, individual, family orientated and efficent service to all our patients so as to meet  the needs and promote the health and well being of our Community.

Generic Responsibilities

All staff at Orchard Surgery, Melbourn have a duty to conform to the following:

  • Equality, Diversity & Inclusion
  • A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
  • Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
  • Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

Orchard Surgery, Melbourn is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.  

 

Confidentiality

Orchard Surgery is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service. 

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

Orchard Surgery, Melbourn continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.  

Induction Training

On arrival at Orchard Surgery, Melbourn all personnel are to complete a practice induction programme; this is managed by the Deputy Practice Manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in Orchard Surgery, Melbourn’s training programme.  Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.  

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at Orchard Surgery, Melbourn must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times.  Staff will be given detailed information during the induction process regarding policy and procedure.    

Security

The security of Orchard Surgery, Melbourn is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At Orchard Surgery, Melbourn staff are required to dress appropriately for their role. 

Leave

All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 28 days leave each year, pro rata for part time staff and should be encouraged to take all of their leave entitlement.  

Primary Responsibilities

The duties and responsibilities to be undertaken by the Medical Receptionist may include any or all of the items in the following list.  Duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving Practice workload and staffing levels:

  • Typing letters, report and associated documentation as required
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
  • Manage all enquiries in an effective manner
  • Maintain an accurate referral database
  • Process letters are requested
  • Input data in the patients’ healthcare records as necessary
  • Process referrals using the electronic referral system (ERS)
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
  • Manage all administrative queries as necessary
  • Support all clinical staff with general administrative tasks as requested

 Secondary Responsibilities

In addition to the primary responsibilities, the Medical Administrator may be requested to:

  1. Partake in audit as directed by the audit lead 
  2. Support administrative staff, providing cover during staff absences
  3. Complete opening and closing procedures in accordance with Policy 
 

Person Specification

Qualifications Essential or Desirable
Educated to GCSE level or equivalent Essential
GCSE (or equivalent) English & Maths at Grade C or above Desirable
NVQ Level 2 in Health and Social Care Desirable
Experience Essential or Desirable
Experience of administrative duties Essential
Experience of working in a health care setting Essential
Experience working with the general public/patients Essential
Skills Essential or Desirable
Excellent communication skills (written and oral) Essential
Strong IT skills Desirable
Clear, polite telephone manner Essential
Competent in the use of Office and Outlook Essential
System One user skills Desirable
Effective time management (Planning & Organising) Essential
Ability to work as a team member and autonomously Essential
Good interpersonal skills Essential
Problem solving & analytical skills Essential
Ability to follow policy and procedure Essential
Personal Qualities Essential or Desirable
Polite and confident Essential
Flexible and cooperative Essential
Motivated Essential
Forward thinker Essential
High levels of integrity and loyalty Essential
Sensitive and empathetic in distressing situations Essential
Ability to work under pressure Essential
Other requirements Essential or Desirable
Flexibility to work outside of core office hours Essential
Disclosure Barring Service (DBS) check Essential