Medical Secretary Admin Assistant

Eastview Surgery; England; On-site; GBP 21,000 - 26,000; Full time

Job summary

Eastview Surgery is a friendly GP practice committed to high-quality healthcare for the local community. The role supports the Medical Secretary with NHS referral administration and tasks, requiring good organisation and knowledge of medical terminology.

The post holder will work as part of a dynamic team with the Medical Secretary, GP Partners, salaried GPs and Practice Manager, handling communications and maintaining accurate records in a patient-centred environment.

Qualifications

• GCSE Maths and English at Grade C or above or Functional Skills Level 2 in Maths and English.
• Typing qualification such as OCR or RSA Diploma.
• NVQ Level 2 in Health and Social Care is desirable.
• Level 3 in Medical Terminology is desirable.

Responsibilities

• Type letters, reports and documentation for referrals within timescales.
• Liaise with hospitals and community services to ensure referrals are processed.
• Manage all enquiries and handle callers\' requests effectively.
• Process calling letters as required and scan documents to patient records.
• Input and code SNOMED CT data on the clinical IT system.
• Process referrals using the electronic referral system (ERS).
• Handle information requests such as SAR, insurance/solicitors letters and DVLA forms.
• Answer calls, transfer where needed, and manage administrative queries.
• Conduct clinical system searches and support clinical staff with admin tasks.
• Maintain tidy working area and be an integral part of the practice team.

Skills

Communication skills

MS Office

Telephone manner

Team player

Education

GCSE Maths & English

Typing qualification (OCR/RSA)

NVQ Level 2 Health and Social Care

Medical Terminology Level 3

Tools

EMIS Web

ERS system

Job description

Job summary

To support the Medical Secretary with administrative work related to NHS referrals and tasks. You will be well organised with knowledge of medical terminology.

Main duties of the job

The successful applicant will have excellent communication and organisational skills and have a broad range of administration and secretarial experience, being able to work with initiative and sometimes under pressure. The post-holder will work as part of a dynamic team supporting the Medical secretary, GP Partners, salaried GPs and Practice Manager.

About us

Eastview Surgery is a friendly, patient-focused GP practice committed to delivering high-quality healthcare services to our local community. We pride ourselves on providing compassionate care, fostering strong relationships with our patients.

Job responsibilities

• Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral
• Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Manage all enquiries in an effective manner
• Process calling letters as requested
• Scan documentation and attach scanned documents to patients healthcare records
• Accurately input and code SNOMED CT data on the clinical IT system
• Process referrals using the electronic referral system (ERS)
• Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Manage all administrative queries as necessary
• Conduct clinical system searches as requested
• Support all clinical staff with general administrative tasks as requested
• Maintain a clean, tidy, effective working area at all times
• Be an integral part of the general practice team
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
• Undertake all mandatory training and induction programmes
• Contribute to and embrace the spectrum of clinical governance
• Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

Person Specification

Qualifications

Essential

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
• Typing qualification, i.e., OCR or RSA Diploma

Desirable

• NVQ Level 2 in Health and Social Care
• Level 3 in Medical Terminology

Knowledge and Skills

Essential

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative, discretion, and sensitivity
• Understanding of clinical coding
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Good organisational skills
• Clinical IT system user skills and the ability to record accurate notes
• Ability to effectively utilise resources
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Flexible and cooperative
• Motivated
• Understanding of safeguarding adults and children

Desirable

• Demonstrate personal accountability, emotional resilience and ability to work well under pressure

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of using EMIS web (clinical system)

Desirable

• Experience of working in a healthcare setting as a medical secretary

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.