Medical Secretary - Birchington Medical Centre

NHS; Birchington; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading healthcare organization is seeking a Medical Secretary to join their Birchington Medical Centre. This full-time role involves supporting the practice team with administrative and secretarial tasks, ensuring efficient practice operations. The ideal candidate will have strong communication skills, be well-organized, and possess relevant experience in medical administration. Opportunities for learning and development are available, along with a competitive benefits package.

Benefits

Learning and Development opportunities

Progression opportunities

Competitive annual leave

Incremental pay progression

Blue light card provider

Salary Sacrifice Schemes

Car Lease Scheme

Employee Assistance Programme

Qualifications

• Competent numeracy and literacy skills.
• Understanding of maintaining patient and data confidentiality.
• Experience with EMIS and DOCMAN systems.

Responsibilities

• Manage appointments and referrals using the E-referral system.
• Handle incoming and outgoing calls, taking messages and queries.
• Support GPs and nurses with administration tasks.

Skills

Communication

Organizational Skills

Customer Service

Education

Relevant education

Tools

EMIS

DOCMAN

Microsoft Office

Job description

Medical Secretary - Birchington Medical Centre

Invicta Health has an exciting opportunity for a Medical Secretary to join the team on a full-time basis.

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

As a Medical Secretary, you will support the practice team with the day-to-day running of the practice by undertaking various administrative and secretarial services for the Practice Manager, GPs, and Healthcare Professionals.

About us

Invicta Health is a non-profit company passionate about primary care. We offer a wide range of services including hub-based GP services, GP surgeries, Urgent Care Centre services, A&E, Community Primary Care mental health services, GP staff training, and more.

We are a federation of General Practitioners working across Canterbury and South Kent Coast, aiming to provide high-quality local services through collaboration with other health and social care organizations.

What perks can we offer you?

• Learning and Development opportunities
• Progression opportunities
• Competitive annual leave
• Incremental pay progression
• Blue light card provider
• Salary Sacrifice Schemes
• Car Lease Scheme
• Employee Assistance Programme

Job responsibilities

Appointments and Referrals

Use the E-referral system (ERS) to manage appointments, bookings, admissions, and relevant documentation.

Handle ERS tasks related to referral changes and manage rejected referrals effectively.

Generate, log, track, and chase fast-track referrals, including Cancer referrals.

Support patients' clinical queries regarding referrals where appropriate.

Monitor DOCMAN workflow and complete related secretarial tasks from DOCMAN and EMIS.

Process subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system promptly.

Handle Death Certificates and Cremation Forms, liaise with coroners and GPs, and prepare invoices as needed.

Establish and maintain filing and administrative systems for easy and secure information access.

Retrieve medical records and assist with medical/insurance record completion.

Source and chase patient blood results from third-party practices, coding them appropriately.

Obtain and file patient records and correspondence in medical records.

Communication

Manage incoming and outgoing calls, take messages, and handle queries promptly.

Monitor the Medical Secretary email account and action requests, escalating urgent matters to your line manager.

Assist the practice manager with clerical and administrative duties.

Support GPs and nurses with administration tasks, including dictation and sending imaging requests.

Attend meetings and take minutes when required.

Cover colleagues' work within the Clinical Administration team when needed.

General Duties

Work collaboratively and professionally with colleagues, building strong relationships.

Contribute to service development, including processes and templates.

Treat all members of the public with respect, without discrimination.

Observe Health and Safety guidelines and report concerns.

Be aware of safeguarding guidelines for children and vulnerable adults.

Maintain confidentiality at all times.

Participate in mandatory and statutory training and development.

Perform any other duties as directed by your line manager.

Note that job descriptions may evolve over time, and full employment terms will be provided if an offer is made.

Person Specification

• Effective and collaborative communication skills.
• Well-organized, professional, and accurate work approach.
• Ability to manage conflicting priorities.
• Aptitude for handling demanding situations.
• Good telephone manner.

Qualifications

• Relevant education with competent numeracy and literacy skills.

Personal Attributes

• Willingness to learn and adapt.
• Customer-focused and approachable.
• Strives for excellence, honest, and fair.
• Leads by example.

Experience

• Understanding of maintaining patient and data confidentiality.
• Judgment in assessing urgency of information requests.
• Experience setting up and maintaining effective filing systems.
• Accurate data input experience.
• Experience with EMIS and DOCMAN systems.
• Proficiency with Microsoft Office packages.
• Knowledge of NHS and office management procedures.
• Previous medical administration experience.

Disclosure and Barring Service Check

This role requires a DBS check, as per the Rehabilitation of Offenders Act (Exceptions Order) 1975, to ensure suitability for working with vulnerable groups.