Medical Secretary

Meltham Road Surgery; Huddersfield; On-site; GBP 18,000 - 22,000; Full time

Job summary

Meltham Road Surgery in Huddersfield is seeking a medical secretary to provide secretarial and administrative support across the practice. The role requires excellent IT and customer service skills, with training provided for the SystmOne system and primary care processes.

The position is permanent, circa 37 hours per week, with hours from 8:30 am to 5:30 pm and some additional hours as needed. You will typing letters, reports, referrals, and minutes; manage appointments and medical records;

Qualifications

• Customer service experience required.
• Excellent IT skills essential.
• Knowledge of primary care and SystmOne advantageous but training provided.

Responsibilities

• Provide secretarial support to the practice team; type letters, reports, referrals, minutes, memorandums with accuracy.
• Assist with appointments, patient records and filing systems; retrieve medical records as needed.
• Liaise with staff to arrange meetings, book rooms and take minutes.
• Maintain confidential information and ensure data protection and patient privacy.
• Handle telephone queries and correspondence; support confidentiality and safe handling of information.
• Provide cover for secretarial staff during sickness or annual leave.

Skills

Customer service

IT skills

Time management

Organisational skills

Education

GCSE Maths and English

Secretarial qualifications

Tools

SystmOne

Office suite

Job description

We are recruiting for a medical secretary to join our friendly and busy team. This role provides secretarial & administrative support to the whole practice. Customer service experience and excellent IT skills are essential. A knowledge of primary care and the IT system (SystmOne) would be an advantage but not essential as training is provided. Excellent written and oral communication skills are required as well as good time management and organisational skills to prioritise your workload, along with an understanding of, and commitment to, patient confidentiality. This is a permanent post for approximately 37 hours per week, hours ranging between 8.30 am & 5.30 pm. Flexibility will be required to cover additional hours as necessary.

Main duties of the job

Administration

To provide secretarial support to the practice team. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.

About us

We are a training practice situated just outside Huddersfield town centre with a patient list size of approx 10,000.

Job responsibilities

Administration

To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.

To assist the practice manager with all clerical and administrative duties.

To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

Appointments

To make appointments, bookings and admissions as required.

Medical records

To retrieve medical records and assist the completion of medical/insurance records.

File patient records and correspondence in patient medical records.

Computer

To maintain the computer clinic system in an accurate and secure manner.

To assist with the gathering of statistics and information when required.

Telephone

To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

Other Tasks

To provide cover for members of the secretarial team during periods of sickness and annual leave.

In liaison with the clerk responsible, maintain adequate supplies of office stationery to perform secretarial duties.

To receive and dispatch mail and maintain a pending system.

• Any other tasks as directed by management which fall within your capabilities.

Confidentiality:

While 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 & 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 holders role

Undertaking periodic infection control training (minimum annually)

Demonstrate due regard for safeguarding and promoting the welfare of children.

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

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 teams performance

Work effectively with individuals in other agencies to meet patients 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 peoples 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

Person Specification

Qualifications

• GCSE Grade A to C in Maths and English.
• Recognised qualification in secretarial skills / duties
• Previous knowledge of working in primary care