Medical Secretary (Previous applicants do not reapply)

Integrated Care System; Coventry; On-site; GBP 20,000 - 25,000; Part time

Job summary

A healthcare organization in Coventry is seeking a Medical Secretary to provide essential administrative support within a busy GP practice. The role requires excellent communication and typing skills, ideally suited for organized individuals with previous experience in medical settings. Key responsibilities include managing patient communications and performing various clerical tasks. This position is critical to ensure efficient operation and support for both patients and staff.

Qualifications

• Experience in a busy office environment.
• Previous medical secretary experience.
• Ability to process medical reports and terminology.

Responsibilities

• Provide comprehensive secretarial and administrative support to clinicians.
• Perform audio typing and general clerical work.
• Manage communications and referrals.

Skills

PC usage

Word processing

Dealing with the public

Touch typing

Good communication skills

Ability to work unsupervised

Discretion

Education

GCSE English

Typing qualification (RSA, OCR or equivalent)

Tools

Microsoft Word

Job description

Medical Secretary (Previous applicants do not reapply)

Broomfield Park Medical Centre is seeking a new team member for our dedicated and friendly secretarial team. In total it is a team of three who carry out secretarial work necessary for patients at Broomfield Park Medical Centre and University of Warwick Health Centre. Are you an organised, compassionate and detail-orientated professional looking for a new challenge? Do you have GCSE English, a typing qualification and previous experience of working in an office? These are ESSENTIAL). This is an exciting role where customer service is a vital component ensuring our patients are well supported at all times. (Our previous secretary has been promoted).

Main duties of the job

You will play a vital role in ensuring the smooth running of our busy GP practice, providing comprehensive secretarial and administrative support to clinicians and the wider team. You will provide a dedicated and friendly service to our patients alongside your colleagues. This will involve typing, word processing and general clerical work.

About us

Broomfield Park Medical Centre operates from premises close to the ring road. We are one of the largest practices in Coventry with approximately 17,000 patients working across two sites. We are a teaching practice, which means we have a number of GP Registrars based on site at any one time. Our website address is www.broomfieldparkmedicalcentre.co.uk

Our premises are purpose built with modern facilities. We are based across three stories with a staff room and conference room on our second floor. We have a lift for our less mobile patients or staff.

University of Warwick Health Centre is our branch site. It is based on the campus and looks after the students and staff (including their families) who live on the campus.

Job responsibilities

JOB TITLE MEDICAL SECRETARY

REPORTS TO PRACTICE MANAGER

GRADE Agenda forChange Band 3

DAYS & HOURS Monday, Wednesday and Thursday 18 hours per week

Job Summary

To provide general secretarial support to the Doctors,Health Professionals and Practice Manager, involving word processing and audiotyping skills with general clerical work.

JobResponsibilities

Toprovide an efficient audio, copy typing and word processing service for GPs andHealth Professionals as required. This includes producing accurate and high-qualitytyping of letters, reports, referrals, receiving and sending emails, minutes, creating and maintaining excel spreadsheets. This work will be done using EMIS Web,including Practice Notes (PNs), Healthshare, GP Gateway, NHS Email, AccuRx andDocman (scanned documents)

Tomake appointments and bookings as required using e-referral where appropriate

Buildrelationships with outside agencies and patients ensuring an efficient referralsystem within primary and secondary care

Toestablish and maintain filing and administrative systems so that written orcomputer information is easily accessible and secure

Toreceive secretarial related incoming and initiate outgoing telephone calls tofacilitate timely and appropriate communications with others, taking messagesand dealing with appropriate queries via telephone calls, face to face andpatient notes

Toreceive and dispatch secretarial post and maintain a pending system

Toprovide an efficient and timely service to third parties requesting medicalreports/copy medical records following all relevant policies

Tosupport the practices Occupational Health specialist with dictations of reportsto be issued to the procurer in a timely manner

Toassist the practice manager with any clerical/administrative duties

Toassist with the gathering of statistics when required using excel spreadsheets

Toprovide cover for members of the secretarial team during periods of sicknessand annual leave

Tocover secretarial work as needed at our sister practice, University of WarwickHealth Centre

Inliaison with the clerk responsible, maintain adequate supplies of officestationery to perform your secretarial duties

Confidentiality

Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidence andhave the right to expect that staff will respect their privacy and actappropriately

Inthe performance of the duties outlined in this Job Description, the post-holdermay have access to confidential information relating to patients and theircarers, practice staff and other healthcare workers. They may also have access to informationrelating to the practice as a business organisation. All such informationfrom any source is to be regarded as strictly confidential

Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons inaccordance with the practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data

Health & Safety

The post-holder will assist in promoting andmaintaining their own and others health, safety and security as defined in thepractice Health & Safety, Infection Control and published policies. This includes the following:

Usingpersonal security systems within the workplace according to practice guidelines

Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks

Makingeffective use of training to update knowledge and skills

Usingappropriate infection control procedures, maintaining work areas in a tidy andsafe way and free from hazards

Activelyreporting of health and safety hazards and infection hazards immediately whenrecognised

Keepingown work areas and general/patient areas generally clean, assisting in themaintenance of general standards of cleanliness consistent with the scope for thejob holders role

Undertakinginfection control training as required by the job role

Equality and Diversity

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

Actingin a way that recognises the importance of peoples rights, interpreting themin a way that is consistent with practice procedures and policies, and currentlegislation

Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues

Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.

Personal and Professional Development:

Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include:

Participationin an annual individual performance review, including taking responsibility formaintaining a record of own personal and or professional development

Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work.

Quality

Thepost-holder will strive to maintain quality within the practice, and will:

Alertother team members to issues of quality and risk

Assessown performance and take accountability for own actions, either directly orunder supervision

Contributeto the effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance

Workeffectively with individuals in other agencies to meet patients needs

Effectivelymanage own time, workload and resources.

Communication

The post-holdershould recognize the importance of effective communication within the team andwill strive to

Communicate effectivelywith other team members

Communicate effectivelywith patients and carers

Recognize peoplesneeds for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services

Thepost-holder will

Applypractice policies, standards and guidance

Discusswith other members of the team how the policies, standards and guidelines willaffect own work

Participatein audit where appropriate.

Person Specification

Experience

• Past experience of using a PC in a work environment
• Word processing experience
• Experience of dealing with the public
• Touch typist
• Team player
• Flexible and supportive of business needs
• Good communication skills at all levels
• Ability to work unsupervised and prioritise own work load
• Enthusiastic and committed
• Ability to demonstrate discretion
• Previous medical secretary experience
• Medical reports processing
• Experience of medical terminology
• Ability to produce minutes, reports, letters etc

Qualifications

• Typing qualification eg RSA, OCR or equivalent
• Microsoft word processing or similar
• Please show these qualifications on your cv to be considered for this role.
• Clerical work experience within a busy office environment.
• If you do not have the essential criteria you will not be shortlisted for this role (eg GCSE English, typing qualification and previous clerical experience gained in a busy office).

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.

Medical Secretary (not available on Thursdays)