Job Description

Job Summary

At

Nightingale Valley Practice

, we are committed to delivering the highest quality of care to our 15,000 registered patients and those visiting our additional clinics. By working closely with local healthcare providers, we strive to ensure patients receive the care they need in the most appropriate setting, closer to home.

We are seeking a compassionate medical secretary to join our dedicated team at both Brooklea health centre and Riverside surgery. The medical secretary is responsible for providing comprehensive secretarial and administrative support to the multidisciplinary team within the GP practice. This includes managing patient information, coordinating referrals, supporting clinical documentation, and ensuring effective communication with external healthcare providers. The role requires a high level of discretion, efficiency and professionalism.

Role Responsibilities:

The duties listed below are the core responsibilities of the Medical Secretary. However, the post holder may occasionally be asked to undertake other tasks based on workload and staffing needs.

Secretarial and Administrative Duties:

Typing letters, medical reports, and documentation as required by clinicians. Managing GP dictations for patient notes, correspondence, and referrals. Processing clinical correspondence via the Electronic Referral Service (ERS). Actioning calling letters and coordinating patient appointments. Handling requests for information, including Subject Access Requests (SARs), insurance reports, solicitor correspondence, and DVLA forms. Performing clinical coding using EMIS or other systems. Carrying out system searches and data audits as requested.

Communication and Liaison:

Liaising with external agencies such as hospitals, secondary care providers, and community health teams. Managing all enquiries (phone, email, and in-person) in a professional and timely manner. Responding to internal and external communications, ensuring follow-up actions are completed.

Data Management and Record Keeping:

Scanning and uploading patient-related documentation to healthcare records. Inputting and updating patient data accurately and in a timely fashion. Maintaining an accurate and up-to-date referrals database. Processing incoming emails and correspondence.

Team Support:

Supporting clinical and administrative colleagues with ad-hoc tasks. Maintaining a clean and organised working environment. Assisting with QOF-related tasks and projects.

Additional Responsibilities:

Producing meeting agendas and recording accurate minutes when required. Providing reception cover during absences or busy periods. Completing practice opening and closing procedures according to the duty rota.

Our Ideal Candidate:

Compassionate & Approachable

: You are a friendly, empathetic individual who thrives on providing excellent patient care.

Organized & Detail-Oriented

: With strong administrative skills, you can manage multiple tasks with ease while maintaining accuracy.

Good Judgement & Triage Skills

: You are capable of appropriately triaging patients, ensuring they are directed to the correct service based on their needs.

Team Player

: You enjoy working collaboratively with colleagues to achieve the best outcomes for our patients.

Committed to Quality

: You share our passion for continuous improvement and delivering the highest standard of care.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this , the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety Policy, to include:

Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Quality:

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

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance

The post-holder will: Apply Practice policies, standards and guidance

Job Types: Full-time, Part-time

Pay: 12.45 per hour

Work Location: In person

Application deadline: 13/06/2025