GP Practice Medical Secretary

NHS; West Midlands; On-site; GBP 40,000 - 60,000; Part time

Job summary

A renowned healthcare organization is seeking a part-time medical secretary in West Midlands. This role involves delivering high-quality administrative support in a busy environment, maintaining confidentiality, and managing patient communications effectively. Candidates should have relevant experience and excellent communication skills. Flexibility in working hours is offered, along with a competitive pay structure depending on experience.

Benefits

Free parking

On-site parking

Qualifications

• Experience of working as a medical secretary with knowledge of medical terminology.
• Computer literacy with excellent keyboard skills.
• Ability to work on own initiative, follow procedures and protocols.

Responsibilities

• Provide efficient service for GPs and Health Professionals.
• Record all referral data and produce reports as required.
• Maintain filing and administrative systems for easy access.

Skills

Commissioning skills

Time management

Problem-solving

Confidentiality awareness

Team collaboration

Education

Good educational level to GCSE standard or equivalent

Tools

Microsoft Office/O365

Job description

Overview

The post-holder will project a positive and friendly image to patients and other visitors and deal with queries in a professional, courteous and efficient way. To provide general secretarial support to the Doctors and Health Care Professionals involving word processing and general administrative work. The successful candidate will have a good level of education, full knowledge of the elements of Microsoft Office/O365 and substantial experience of delivering an excellent service to patients and staff in a pressurised environment. The post requires strong communication skills, confidentiality, pride in work and conscientious teamwork. The role is suited to someone who is highly motivated, flexible and enjoys working in a busy environment. Employment is subject to two satisfactory references and pre-employment checks.

Main duties / Responsibilities

• Provide an efficient service for GPs and Health Professionals as required, including typing letters, reports, patient referrals via e-referral, 2 Week Waits, minutes, memorandums, etc., in an accurate and quality manner and follow up where appropriate.
• Understand the legislative requirements and practice policies for GDPR and Data Protection.
• Record all referral data and produce reports as required.
• Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• File incoming patient information and correspondence in electronic patient medical records, including secure documents (e.g., lab reports, emails).
• Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications, taking messages and dealing with queries.
• Assist with gathering statistics and information when required.
• Deal with general enquiries, explain procedures and make new and follow-up appointments in line with standard practice protocols.
• Receive and dispatch documents by email.
• Provide cover for members of the secretarial team during sickness and annual leave, and occasionally provide cover for reception staff when required.

Information Technology and Confidentiality

• Utilise established systems to make appointments, bookings and admissions as required.
• Maintain e-referral worklists, including sending/receiving advice and guidance requests and feeding back to doctors in a timely manner.
• Monitor the e-referral action required worklist, including rebooking appointments and redirecting referrals.
• In the performance of duties, you may have access to confidential information relating to patients, carers, colleagues and the Practice. All such information must be treated as strictly confidential.

Health & Safety and Equality

• Promote and maintain health, safety and security as defined in the Practice policies.
• Identify risks in work activities and manage them responsibly.
• Make effective use of training to update knowledge and skills; follow infection control procedures and maintain tidy, safe work areas.
• Report health and safety hazards promptly; keep work areas clean and assist in maintaining general standards of cleanliness.
• Undertake periodic infection control training (minimum annually) and report potential risks identified.
• Support equality, diversity and rights of patients, carers and colleagues, respecting privacy and dignity, and behaving in a welcoming, non-judgmental manner.

Personal/Professional Development and Quality

• Participate in training programmes and annual performance reviews, maintain records of personal/professional development, and attend mandatory training as indicated by the Practice Manager.
• Strive for quality, alert colleagues to quality/risk issues, reflect on performance, and work with others to improve team effectiveness.
• Communicate effectively with team members and patients; recognise needs for alternative communication methods.

Communication and Service Implementation

• Apply Practice policies, standards and guidance; discuss implications with the team; participate in audits where appropriate.
• Be prepared to cover additional shifts during busy periods or annual leave.

Qualifications and Experience

Essential

• Good level of education to GCSE standard or equivalent
• Experience of working as a medical secretary with knowledge of medical terminology
• Computer literacy with excellent keyboard skills
• Ability to work on own initiative, follow procedures and protocols
• Willingness to learn and adapt; excellent verbal and written communication
• Experience of complex administration and record-keeping
• Confidentiality and data protection awareness (Data Protection Act and Caldicott Principles)
• Time management and ability to meet deadlines; ability to organise and prioritise workload
• Negotiation, problem solving and conflict management skills
• Team player with a commitment to patient care
• Calm under pressure and accurate in work

Desirable

• AMSPAR Medical Secretary Diploma
• RSA III Word Processing/Information Technology or equivalent
• Advanced working knowledge of Microsoft Office applications
• Self-motivated with ability to work without direct supervision
• Pragmatic approach to day-to-day irritations

Other Details

• Working pattern: Part-time, Flexible
• Pay: Depending on experience
• Contract: Permanent
• Job locations: 16 South Hermitage, Shrewsbury, SY3 7JS
• References: A1518-25-0000

Benefits and Schedule

• Free parking
• On-site parking
• Day shift; Monday to Friday

Disclosures

Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; a DBS disclosure will be required.