Oakley Medical Practice Medical Secretary / Administrator

Integrated Care System; Leeds; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare provider in Leeds is seeking a Medical Secretary/Administrator to provide efficient secretarial and administrative support. Key responsibilities include managing patient enquiries, liaising with medical professionals, and ensuring seamless communication. Applicants should have strong communication skills, experience in a medical setting, and proficiency in SystmOne. This role offers a dynamic working environment with opportunities to contribute to patient care and wellbeing.

Qualifications

• Experience of MS Office, Web and E-mail.
• Experience of working within a medical environment.
• Experience of patient referral systems.

Responsibilities

• Type letters, reports and documents as required.
• Liaise with hospital and community departments.
• Ensure telephone enquiries are dealt with courteously.
• Process electronic hospital letters.
• Monitor progress of 2 week cancer referrals.

Skills

Excellent communication skills

Time Management

Interpersonal skills

Multitasking

Education

Good standard of general education

GCSE Mathematics C or above

GCSE English C or above

RSA III Word Processing/Information Technology or equivalent

European Computer Driving Licence (ECDL)

AMSPAR Diploma

Tools

SystmOne clinical record system

Job description

Oakley Medical Practice Medical Secretary / Administrator

To provide an efficient and timely secretarialand administration service to the doctors, Practice manager and other teammembers.

review patients needs andhelp them access the services and support they require to understand and managetheir own health and wellbeing, referring to social prescribing link workers,health and wellbeing coaches, and other professionals where appropriate.

Main duties of the job

Duties andResponsibilities

Secretarial Duties

1.

Type letters, reports and other documents as required bythe partners, Practice manager and other team members

2.

Liaise with hospital and community departments regardingpatient care, appointments, etc, incorporating Choose and Book

3.

Ensure telephone enquiries are dealt with in a courteousand timely manner and take messages as appropriate

4.

Circulate agendas and take Minutes of meetings as required

5.

Process all incoming and outgoing mail

6.

7.

Undertake photocopying as required

8.

Filing

About us

Oakley Medical Practice

With patients needs at the heart of everything we do, our website has been designed to make it easy for you to gain instant access to the information you need.

As well as specific practice details such asopening hoursandhow to register, youll find a wealth of useful pages covering a wide range of health issues along with links to other relevant medical organisations.

Of course were not just here for when you are unwell. Ourteam of healthcare professionalsand back-up staff offer a number ofclinics and servicesto promote good health and wellbeing whatever your medical condition.

Job responsibilities

Administration Duties

9.

Action tasks as required on the clinical system

10.

Process electronic hospital letters

11.

Manage Postnatal Baby 8 week check appointments

12.

Maintain address book on computer system

13.

Monitor progress of 2 week cancer referrals

14.

Participate in providing holiday/sickness cover forscanning, and other admin duties as required

15.

Be aware of physical effort with regard tositting for long periods and the transfer of substantial numbers of medicalnotes

Exposure to frequent interruptions to routine,relating to telephone calls and personal requests and demands

Be aware of the prolonged exposure to VisualDisplay Units (VDU) and the associated health and safety risks

Health & Safety

16.

As an employee of Oakley Medical Practice you have aresponsibility to:

take reasonable care of your own Health andSafety and that of any other person who may be affected by your acts oromissions at work; and

co-operate in ensuring that statutory regulations,codes of practice, local policies and departmental health and safety rulesare adhered to; and

not intentionally or recklessly interfere withor misuse anything provided in the interests of health and safety.

Infection Prevention and Control

The prevention and management of acquired infection is akey priority. Any breach of infection control policies is a serious matterwhich may result in disciplinary action. As an employee of Oakley MedicalPractice you have a responsibility to:

ensure that your work methods are compliantwith the agreed policies and procedures and do not endanger other people oryourself; and

be aware of infection prevention and controlpolicies, practices and guidelines appropriate for your duties and you must alwaysfollow these to maintain a safe environment for patients, visitors and staff;and

maintain an up-to-date knowledge of infectionprevention and control, policies, practices and procedures through attendanceat annual mandatory updates and ongoing continuing professional development;and

challenge poor infection prevention andcontrol practices of others and to report any breaches, using appropriatemechanisms (e.g. incident reporting policy).

18.

Oakley Medical Practice is committed to compliance withInformation Governance standards to ensure that all information is handledlegally, securely, efficiently and effectively. You are required to complywith the Information Governancepolicies and standards that are in place. Failure to do so may result inaction being taken in accordance with the Practices Disciplinary Procedure.

Confidentiality and Security

19.

Your attention is drawn to the confidential nature ofinformation collected within the NHS. You are bound by your conditions ofservice to respect the confidentiality of any information you may come intocontact with which identifies patients, employees or business information ofthe Practice. You also have a duty to ensure that all confidentialinformation is held securely at all times, both on and off site.

Disclosure of Information

20.

The unauthorised use or disclosure of information relatingto the Practices activities or affairs, the treatment of patients or thepersonal details of an employee, will normally be considered a seriousdisciplinary offence which could result in dismissal. Upon leaving thePractices employment and at any time thereafter you must not take advantageof or disclose confidential information that you learnt in the course of youremployment. Unauthorised disclosure of any of this information may be deemedas a criminal offence. If you are found to have permitted the unauthoriseddisclosure of any such information, you and the Practice may face legalaction.

Professional Standards and Performance Review

21.

As an employee of Oakley Medical Practice you have aresponsibility to:

participate in statutory and mandatorytraining as appropriate for the post; and

maintain consistently high personal andprofessional standards and act in accordance with the relevant professionalcode of conduct; and

take responsibility for the maintenance andimprovement of personal and professional competence and to encourage that ofcolleagues and subordinates; and

participate in the appraisal processesincluding identifying performance standards for the post, personal objectivesetting and the creation of a personal development plan.

Safeguarding Children and Vulnerable Adults

22.

We all have a personal and a professional responsibilityto identify and report abuse. This may be known, suspected, witnessed or haveraised concerns. Early recognition is vital to ensuring the patient issafeguarded; other people (children and vulnerable adults) may be at risk. OakleyMedical Practices procedures must be implemented, working in partnershipwith the relevant authorities. The Sharing of Information no matter how smallis of prime importance in safeguarding children, young people and vulnerableadults.

As an employee you have a responsibility to ensure that:

you are familiar with and adhere to theSafeguarding Children procedures and guidelines.

you attend safeguarding awareness training andundertake any additional training in relation to safeguarding relevant toyour role

This job description is a summary of the mainresponsibilities and is not intended to be an exhaustive list of duties ortasks. It will change and develop in line with organisational needs

Person Specification

Experience

• Experience of MS Office, Web and E-mail
• Experience of working within a medical environment
• Experience of patient referral systems

Skills

• Excellent communication skills (Written and Oral)
• Time Management and the ability to work to deadlines
• Interpersonal skills
• Multitasking

Behaviours

• Smart, polite and confident
• Planning and organising
• Performing under pressure
• Self motivated
• Flexibility
• Confidentiality

Knowledge

• Knowledge of SystmOne clinical record system
• Knowledge of READ codes

Qualifications

• Good standard of general education
• GCSE Mathematics C or above
• GCSE English C or above
• RSA III Word Processing/Information Technology or equivolent
• European Computer Driving Licence (ECDL)
• AMSPAR Diploma

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.