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Medical Secretary - Part Time

Frampton-on-Severn

Culverhay Surgery are looking for an enthusiastic candidate to join our secretarial team. The successful candidate will be involved in all secretarial duties for the practice, including the processing of patient referrals, audio typing, dealing with referral queries and handling confidential correspondence.

The post is part time for 24 hours per week (Wednesday – Friday) and will be based mainly at our Frampton-on-Severn surgery.

Some knowledge/experience in a medical secretary role would be an advantage, however full training would be given.

For further information and an informal chat please contact our lead secretary Sarah Loveridge via the email address to the right of this advert.

Please send CV applications with a covering letter by clicking on Apply Now.

JOB DESCRIPTION

JOB TITLE: Medical Secretary / Administrator (based at our Frampton-On-Severn site)

REPORTS TO: Lead Secretary
ACCOUNTABLE TO: Practice Manager
HOURS: 24 hours per week

Job summary:

To provide general secretarial support to the doctors, health professionals and practice manager, involving audio typing skills using SystmOne and Microsoft Office (including Outlook), and general administrative work.

Job responsibilities:

• To provide an efficient and accurate audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, emails etc.
• To assist the practice manager with clerical and administrative duties as appropriate.
• To make appointments, bookings and admissions as required. This involves the use of the ‘eReferral’ system.
• To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes as required.
• 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 records.
• File patient records and correspondence in patient medical records (both paper and computerised records).
• Summarising of medical records of newly registered patients.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, for example consultants, patients, other medical secretaries. This would involve 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 cover for members of the secretarial team during periods of sickness and annual leave.

Confidentiality:

•  In the course of seeking treatment, patients entrust us with, or allow us to gather, 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 organisation.  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 authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and 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 and Safety manual, and the practice Infection Control policy 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 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.
• Undertaking periodic infection control training (minimum annually).
• Reporting potential risks identified.

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

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.
• 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 patient’s needs.
• Effectively manage own time, workload and resources.

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.

Contribution to the implementation of services:
The post-holder will:

• Apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

You should understand that this is a description of the job as it is presently constituted. Whilst this job description sets out the duties which such a job normally entails, you should appreciate that this is not to be regarded as exhaustive. You should further understand that job titles and job descriptions may be amended by the employer, and that employees may be called upon to carry out additional or other duties as may reasonably be required by the employer. Furthermore, it is the practice of the employer periodically to examine and review job descriptions to ensure that they continue to relate to the job which is being performed. In addition, the employer, during such examination or review, may consider that changed must be made to the job descriptions. Whilst there will be consultation on such issues, employees should understand that, if agreement cannot be reached, then the employer reserves the right to make changes to job descriptions where it considers such necessary.

PERSON SPECIFICATION – PRACTICE SECRETARY/ADMINISTRATOR

Essential (E)                    Desirable (D)                   or N/A

 

EDUCATION

• Good General Secondary Education E 
• College Education D 
• University Education N/A

FORMAL QUALIFICATIONS REQUIRED

• Educated to GCSE/O-level standard E 
• Educated to A-level standard D 
• Other specific qualifications (Secretarial/keyboarding) D 

EXPERIENCE AND TRAINING

• Experience of working directly with members of the public in a busy
• office environment E 
• Experience of working directly with members of the public in a busy
• NHS environment D
• Experience of setting up general office administrative systems /
• working in an administrative office environment D
• Experience of working as part of a team E 

SKILLS

• Clinical software skills - SystmOne D 
• IT skills: Intermediate E 
• Keyboard skills: Intermediate E 
• Library & indexing skills/ knows ABC E 
• Literacy skills (spelling, comprehension etc) E 
• Medical terminology D 
• Organisational / problem solving skills E 
• Report / Letter writing skills E 
• Statistical / data analysis skills D 
• Verbal communication skills – ability to deal with people in person and on the telephone E 
• Verbal reasoning skills D

Microsoft Office:

• Word E 
• Excel D 

COMMUNICATION

• Verbal – vocabulary, pitch, tone, inflection of voice E 
• Body language – positive and self assured (eg smiling, making eye contact) E 

COMPLEXITY AND CREATIVITY

• Ability to solve problems within area of work/knowledge E 
• Able to work with a wide variety of tasks E w
• Ability to apply set procedures E 
• Accurate and thorough approach E 

FLEXIBILITY

• Flexible approach to undertaking a wide variety of tasks E 
• Flexible with regard to working hours, eg additional hours for sickness and
• holiday cover E 
• Able to undertake training outside of normal working hours if necessary E 
• Interested in/aptitude for learning new skills/taking on new challenges? E 

JUDGEMENT AND DECISION MAKING

• Comfortable working to agreed objectives E 
• Ability to work without supervision E 
• Ability to make decisions within defined procedures/legislation E 

PEOPLE SKILLS

• Strong appreciation of customer service skills E 
• Awareness of diversity issues and able to work in a positive, non-discriminatory way E 
• Mature outlook E 

SOCIAL SKILLS

• Team player E 
• Highly motivated E

Closing date for applications: Friday 16th May 2025

Hours Per Week: 24

Apply Now

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