Medical Secretary Gp Practice

Edenfield Road Surgery; Rochdale; On-site; GBP 18,000 - 24,000; Part time

Job summary

Edenfield Road Surgery is seeking a proactive Medical Secretary to join our team in Rochdale. You will manage referrals, handle patient correspondence, and perform general admin tasks to support the clinical team.

The role requires excellent typing, IT skills, and experience in a medical reception setting. Expect a part-time pattern Mon-Fri with potential early starts or late shifts.

Qualifications

• Typing skills and proficient IT literacy (MS Office).
• GCSEs A-C or equivalent.
• Previous administrative or reception experience; ability to work with the public.

Responsibilities

• Receive, assist, and direct patients in a courteous and professional manner.
• Manage incoming/outgoing referrals, documents and third party information.
• Carry out general administrative tasks including filing, scanning, document management.
• Liaise with clinical and administrative staff to support the service.
• Maintain confidentiality and adhere to data protection guidelines.
• Support the practice team with additional administrative duties.

Skills

Typing skills

IT literacy

Communication skills

Education

GCSEs (A-C)

Tools

EMIS

SystmOne

Job description

Job summary

In this role, you will become a part of a fantastic team supporting the smooth running of the practice by becoming a part of our secretary team. You will be responsible for all referral and onward patient journey management. You will accurately update patient records, while also providing a professional and welcoming service to patients and supporting the wider team. This role may include other duties alongside the secretary duties.

We are a friendly and supportive employer and provide a welcoming and nurturing environment for our staff. We welcome applications from those dedicated to a caring ethos, high performance standards, team working and strong work ethics. We provide well being resources and invest in our team to ensure a good work environment.

We are recruiting for one part role role per week Monday to Friday this could include late shifts until 18:30 and also some 07:30 starts. Please only apply if you can commit to these commitments as advertised.

Main duties of the job

• Receive, assist, and direct patients in a courteous and professional manner
• Manage incoming and outgoing referrals, documents and third party information, and handling inquiries efficiently
• Carry out general administrative tasks including filing, scanning, and document management as needed
• Liaise with clinical and administrative staff to support the smooth running of the service
• Maintain confidentiality and adhere to data protection guidelines at all times
• Support the practice team with any additional administrative duties as required

About us

Edenfield Road Surgery is a well-established GP practice committed to providing high-quality, patient-centred care to our local community. We pride ourselves on delivering a friendly, supportive, and accessible service, ensuring that patients receive the care and attention they need in a timely and professional manner.

Our dedicated multi-disciplinary team works collaboratively to promote health and well-being, offering a range of primary care services tailored to the needs of our diverse patient population. We are committed to continuous improvement, staff development, and maintaining a positive working environment for all team members.

Job responsibilities

We are seeking a proactive and organised Medical Secretary to provide high-quality administrative support to our clinical team.

Key Responsibilities

• Type patient letters, discharge summaries, and general correspondence as dictated by the clinical team.
• Manage the diary of named consultant(s), including appointments and meeting coordination where necessary and with training
• Respond efficiently to telephone calls and emails from patients, carers, and healthcare professionals, referring to relevant departments or agencies when necessary.
• Maintain and organise medical case notes appropriately where required
• Acquire and apply necessary medical terminology.
• Manage the while you wait information on waiting list and provide guidance to patients on the referral processes
• Liaise with the hospital teams, referral gateway and private providers as needed to coordinate patient referrals, admissions and appointments queries
• Action two week wait and fast-track referrals promptly to ensure timely appointments. Safety net these referrals and action any issues that arise
• Keep relevant colleagues informed of hospital structure and referral pathway changes. Action incoming emails as per your role
• Support colleagues by offering guidance, advice, and assisting with the training of new staff.

Essential

• Typing skills, good standard of IT literacy including all MS programs
• At least 3 GCSE grade A- C or equivilant

Confidentiality & Compliance

• Maintain strict confidentiality of patient information at all times
• Comply with Data Protection, GDPR, and practice policies
• Work in accordance with NHS guidelines and practice procedures
• Ensure IG Training is up to date at all times
• Comply with all request for Subject Access following Practice policies

Team Working

• Work collaboratively with clinical and non-clinical staff
• Support colleagues and contribute to a positive team environment
• Participate in training and development as required
• Ensure Mandatory training is up to date and comply with all requests to attend training sessions

Other Duties

• Undertake any other duties appropriate to the role as requested by the Practice Manager or partners
• Ensure you comply with all Infection Control Procedures and processes and keep IPC training up to date
• Comply with the Practice Disclosure and Barring Risk Assessment Processes

Safeguarding

Safeguarding of adults and children is of the up most importance within General Practice. All staff are required to:

• Be aware of the SG policies and procedures relevant to your role
• Ensure that your SG adult and child training is always up to date
• Comply with the legal duty to report any suspected abuse of an adult or child
• Remain vigilant and aware of your SG training at all times.Comply with the Practice Disclosures and barring Services checks and risk assessment process (see below DBS)

Training and Development

Personal Development and governance is key to ensuring our workforce remains skilled and competent to perform their roles. All staff are required to:

• Comply with all mandatory training modules and session required for the role and environment
• Attend MDP afternoons to ensure governance and information sharing is undertaken
• Complete all required training as deemed necessary by the Practice and / or other Healthcare agencies e.g. ICB, NHS England

Infection Control

Infection Prevention and Control (IPC)is at the heart of everything ICB, in General Practice, all staff are required to:

• Ensure that IPC training is completed annually or as required
• Comply with all IPC Procedures and measures in place at the Practice
• Comply with all PPE and personal safety requirements in place within the Practice
• Read and comply with all IPC polices and procedures
• Promptly report and IPC issues to the IPC Lead or Manager

Confidentiality, Professional Conduct and Workplace Safety - Essential

You will be expected to always maintain the highest standards of confidentiality, in line with practice policies and legal requirements. This applies to information about patients, colleagues, and the business operations of the Practice.

Confidential information must only be shared with authorised personnel and within the bounds of applicable data protection policies.

• Comply with all Practice Information Governance (IG) Policies and Procedures
• Ensure that your IG training is always up to date
• Read and comply with all Practice IG polices and procedures
• Comply with employment Acts and Codes of Practice
• Comply with employment legislation and codes of good practice

Health & Safety

In accordance with the Health & Safety At Work Act 1974 and other supplementary legislation required to take reasonable care to avoid injury during the course of work and co-operate with the practice and others in meeting statutory requirements.

Person Specification

Qualifications

Essential

• Qualifications & Training
• Essential:
• Good standard of general education (GCSEs or equivalent, including English and Maths)
• Basic IT skills
• Communication skills

Desirable

• Medical administration or Health Service qualification
• Training in medical terminology or clinical systems

Experience

Essential

• Essential:
• Previous administrative or reception experience
• Experience of working with the public

Desirable

• Experience working in a GP practice or NHS setting
• Experience of summarising patient records or using clinical systems (e.g. EMIS, SystmOne)

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.

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