Medical Secretary

NHS; Totnes; On-site; GBP 22,000 - 26,000; Part time

Job summary

An exciting opportunity for a Medical Secretary at a leading surgery in Totnes. The role involves providing comprehensive secretarial support to the clinical team, ensuring patient confidentiality, and delivering excellent customer care. The successful candidate will work in a supportive environment, contributing to the practice's outstanding reputation. This part-time position offers flexibility in hours, with opportunities for personal and professional development.

Qualifications

• Good standard of general education required.
• Experience in medical secretary or general practice preferred.

Responsibilities

• Provide secretarial service to doctors and clinicians.
• Ensure confidentiality and excellent patient care.
• Maintain professional image of the surgery.

Skills

Communication

Organizational Skills

Attention to Detail

Confidentiality

Education

GCSE in English and Maths

Tools

Microsoft Office

SystmOne

Lexacom

Job description

An opportunity has arisen for an enthusiastic individual to joinour established Medical Secretary team at Leatside Surgery.

This is apermanent position (up to 30 hours per week, part time, hours to be confirmed with the successful candidate) will be a varied role, with theopportunity to learn new and develop existing skills.

The teamcomprises of three Medical Secretaries, working in a fast-paced environmentproviding secretarial services to the clinical team.

A full joband person specification is attached.

Main duties of the job

Main duties of the job

Toprovide a full and efficient secretarial service to the Doctors and Practiceclinicians. Thiswill include audiotyping and ensuring that all documentation (for examplereferral forms) is produced to an excellent standard.

Ensureall information is secure and confidentiality of information is alwaysmaintained.

Provideexcellent customer care which may include communication with distressed andanxious patients and relatives, treating them with tact and empathy.

Ensurethe professional image of Leatside Surgery is always maintained.

About us

Leatsideis a purpose-built surgery located in the flourishing market town of Totnes,with a current patient list size of just over 15,000. We pride ourselves onbeing a supportive and enjoyable place to work, with the practice culture atthe heart of what we do. In May 2019 we were once again awarded an outstandingrating by the CQC.

Weare fully computerised using SystmOne from April 2022 as our clinical system.

Weare a training practice, with two GP Registrars, an F2, medical students,student nurses and paramedics. The surgery is also host to the communitynursing and community mental health teams.

Forfurther information please contact medical secretary team leader, Sarah Rea on 01803860313 or email [e-mail] .

Candidates will be invited to interview from 02/06/2025. Interviews will be scheduled for 04/06/2025.

Job responsibilities

JOB DETAILS

Job title : Medical Secretary

Responsible to:Team leader

JOB PURPOSE

• To provide a full and efficient secretarial service to the Doctors and Practice clinicians.
• Ensure all information is secure and confidentiality of information is maintained at all times
• Provide excellent patient care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy.
• Ensure the professional image of Leatside Surgery is maintained at all times

DIMENSIONS

• The post holder will be expected to attend/complete mandatory training - e.g., Health & Safety, Information Governance, Equality and Diversity, Fire Training to comply with current regulations and surgery shut down sessions.
• To be flexible and adaptable to the needs of the secretarial team
• The post holder will be expected to multi-task and prioritise.

KEY WORKING RELATIONS

The post holder must establish effective working relations with individuals within and external to the organisation to ensure an efficient service for patients.

KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES

• Ensure that all tasks are completed in a timely manner, paying particular attention to accuracy and presentation
• Prioristise workload appropriately e.g. two week wait referrals etc.
• Ensure accurate patient information is recorded whilst using the clinical system in line with Information Governance policy
• Following team protocols.
• Update the Secretaries manual when protocols/pathways change.
• 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.
• Effectively manage own time, workload and resources.
• Assist with new clinicians induction in regard to Lexacom / referral processes

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

Human Resources

To comply with Practice HR policies and procedures generally and particularly:

To undertake an annual appraisal with the post holders line manager

To undertake mandatory training in line with Practice policy

To develop and maintain a personal learning plan, providing feedback to the team from any relevant learning activity and feedback to the line manager regarding the usefulness of learning activities undertaken.

Identify any learning needs.

Personal/Professional Development

The postholder 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.

To ensure all relevant Practice policies are observed personally and within the administrative team, particularly:

• Health and safety and fire policy
• Loan worker, infection control and other policies intended to reduce the possibility of harm to Practice employees, patients, and visitors
• Complaints procedure
• Major incident plan

Service Management

To attend mandatory training afternoons and team meetings when required.

The details contained in this Job Description are not exhaustive and may change as the post develops.

Person Specification

Qualifications

• Good standard of general education to include GCSE in English and Maths or equivalent.

Experience

• Computer literacy, including a working knowledge of relevant programs, such as Word and Excel.
• An understanding of patient care and the ability to work with sensitive and confidential information.
• Ability to work both independently and as part of a team.
• Self-motivated with the ability to use your own initiative.
• Ability to maintain strict confidentiality and deal with the public in a sensitive way.
• Excellent attention to detail.
• Exceptional organisational skills and ability to prioritise.
• Willingness to embrace new ways of working/changes.
• Medical secretary or general practice experience.
• Experience of patient care and the ability to work with sensitive and confidential information.
• Knowledge of medical terminology.
• Experience or knowledge of the surgery IT systems (electronic referral service (eRS), SystmOne, Adastra, Microsoft Office, Lexacom and Practice Index).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.