Job Description

Job Overview

We are seeking a dedicated and organised Medical Secretary to join our healthcare team. The ideal candidate will play a crucial role in ensuring the smooth operation of our medical practice by providing administrative support to healthcare professionals and facilitating effective communication between patients and staff. This position requires a keen attention to detail, excellent organisational skills, and the ability to handle sensitive information with discretion.

If you are passionate about contributing to a healthcare environment and possess the necessary skills, we encourage you to apply for this rewarding opportunity as a Medical Secretary.

Medical Secretary

& Person Specification

Job Summary

Shires Health Care are looking to recruit an experienced, enthusiastic person to join the practice team as a Medical Secretary who will also provide cover on reception when needed.

This is an extremely busy role that requires hard work and the ability to multitask. The ideal candidate would have experience of using SystmOne, good knowledge of medical terminology and have worked as a medical secretary in the NHS.

You will need to be able to deal with multiple different demands on your time, be able to prioritise to ensure all tasks are completed in an accurate and timely manner, have excellent customer service skills and be a team player. You should be able to work flexibly in the absence of colleagues.

32 hours per week over 4 days. No weekend working. 5 weeks paid holiday, plus bank holidays. NHS Pension scheme available.

Main Duties of the Job

Main Duties and Responsibilities:

Provide comprehensive administrative support to GPs and clinical staff, ensuring smooth day-to-day running of the practice.

Manage patient appointments, including booking, rescheduling, and cancellation via telephone and electronic systems, including the choose and book system.

Maintain and update patient records accurately and confidentially in line with GDPR and NHS guidelines.

Receive and direct incoming calls, queries, and messages efficiently, providing excellent customer service to patients and staff.

Liaise with external agencies, hospitals, and community services regarding patient referrals and information requests.

Ensure confidentiality and data protection policies are always strictly adhered to.

Undertake general office duties to support team efficiency

The ability to prioritize daily work to ensure all tasks are completed promptly

Workflow support with appropriate coding

Excellent customer service skills, both over the phone and face-to-face.

Positive attitude

About Us

Shires Health Care is a friendly well established (circa 1948) practice with 16,000 patients covering 2 sites, in Shirebrook and Church Warsop. We are committed to delivery high-quality patient-centred primary care to our diverse community. Our dedicated team of GP's, nurses and support staff work collaboratively to provide comprehensive healthcare services. The team are committed to working together in a happy, supportive working environment. We strive to maintain a supportive environment for patients, embracing innovation and ongoing professional development to meet the evolving needs of our patient population.

Job Responsibilities

As part of the medical secretarial team, you will play a vital role in supporting clinical staff by managing administrative tasks efficiently to ensure the smooth operation of the practice. You will be responsible for managing correspondence, patient records, and appointment booking through the practice's clinical system and external systems, such as ERS. Acting as a key point of contact for patients and healthcare professionals.

Key Responsibilities:

Provide comprehensive secretarial and administrative support to GPs and clinical staff

Facilitate incoming calls, patient enquiries, and correspondence professionally and confidentially

Maintain accurate patient records, ensuring compliance with data protection and NHS guidelines

Prepare, type, and distribute medical correspondence, referrals, and reports.

Liaise with hospitals, community services, and external agencies regarding patient care and referrals

Support clinical coding and data entry/collection to assist in audits and performance monitoring

Undertake general office duties

Ensure patient confidentiality and adhere to all relevant policies and procedures

Have a thorough knowledge of all practice procedures and policies

Work in accordance with written protocols

Offer flexible cover for other staff sickness and annual leave

Answering the telephone, taking messages and passing them on appropriately

Person Specification

Experience

Essential:

Proven experience in a medical secretary or similar administrative role, preferably within a healthcare setting

Excellent organisational and multitasking skills, with the ability to manage competing priorities

Strong communications skills, both written and verbal, with a professional telephone manner

Proficient in using clinical IT systems, SystmOne, Microsoft Office, and electronic patient record software

Discretion and understanding of confidentiality and data protection legislation.

Ability to work effectively both independently and as part of a multidisciplinary team

Flexible and adaptable approach to work

Educated to GCSE level or equivalent

GCSE Mathematics and English (C or above)

Desirable:

Experience working within a GP surgery or primary care environment

Knowledge of NHS administrative procedures and clinical coding

Additional qualifications in medical administration or secretarial studies

Familiarity with local health services and community services

Experience supporting clinical audits and performance monitoring

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 to check for any previous criminal convictions.

Job Types: Part-time, Permanent

Pay: 13.52 per hour

Expected hours: 32 per week

Benefits:

Company pension Free parking On-site parking Sick pay
Work Location: In person