Job Description

Job Title: Medical Secretary

Reporting to: Lead Medical Secretary

Accountable to: The Practice Manager

Working Pattern: Monday, Tuesday, and Friday 9am - 5:30pm (24 hours per week contract)

Summary

Provide comprehensive secretarial, typing and administrative support to the Partnership and Management team including maintenance of files, dealing with telephone calls, and general office procedures.

Main Duties and Responsibilities

To provide an efficient audio, copy typing and word processing service for GPs and Health professionals as required. To ensure that referral letters are distributed efficiently using the Choose and Book programme as appropriate and attaching enclosures as necessary. Ensure 2 week wait referrals are dealt with efficiently and promptly and contain all relevant information Keep up to date with changes in referral systems and new proformas To maintain patient information in the computer clinical system in an accurate and secure manner. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages, formal complaints and dealing with appropriate queries from hospital staff, colleagues, and patients. Assist with the document management for the practice system, ensuring electronic or hard copies of patient related documentation is stored correctly within the electronic system. To read code and disseminate information requiring the attention of other team members via workflow management of surgery tasks. To receive and read all incoming mail and then decide on appropriate action in accordance with current practice policies. To monitor practice generic email account, read all emails, and then decide on appropriate action in accordance with current practice policies. Notify communicable disease to the appropriate agency. To attend/organise weekly meetings for clinical staff, record information and disseminate to appropriate personnel if required. Ensure all relevant information is passed onto the OOH service promptly as and when required. To accept responsibility for own computer ensuring that any confidential information is not visible when away from screen and closed down at end of shift to preserve patient confidentiality. To read the staff noticeboard and emails received to keep up to date with activities. To attend staff meetings. Contribute positively with ideas to improve the overall success of the Practice. To promote a friendly and enjoyable working environment. To participate/attend in any training programme/courses deemed suitable by the practice. To work to the set assessment criteria and objectives as set out in your appraisal. To effectively manage own time, workload and resources. To maintain confidentiality at all times. To report any accidents/incidents to the Management Staff. To abide by statutory and practice regulations regarding fire, health and safety and security issues. To action and complete any other tasks as deemed reasonable by the Management/Clinical Staff.

PERSONAL DEVELOPMENT

To participate in own yearly appraisal To assess own education/training needs and explore opportunities for maintaining and updating own professional knowledge and skills

ESSENTIAL APPLICANT CRITERIA

Professional manner and approach, ability to work as part of a team Exceptional organisational skills Ability to handle multiple tasks, deadlines and workload whilst maintaining high attention to detail Excellent command of the English Language (Verbal and Written) Excellent Communication skills Professional telephone manner Proficient IT skills specifically Microsoft Office: Outlook, Word and Excel Experience in business administration and secretarial duties

DESIRABLE APPLICANT CRITERIA

Working knowledge of Emis web, Docman, Lexacom Medical Terminology Medical Secretary Diploma

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 will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They will 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. This must not be discussed or divulged to any unauthorised person. Any such instance would result in dismissal 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. All Practice Members should be aware of the need to preserve strict confidentiality in dealing with patients and should not disclose information obtained in confidence except to authorised persons or organisations as instructed.

EQUALITY AND DIVERSITY

It is the responsibility of all employees to support the Practice vision of promoting a positive approach to diversity and equality of opportunity to eliminate discrimination and disadvantage in service delivery and employment and to manage, support or comply through the implementation of our Equal Opportunities Policy and the Equality Act 2010.

DATA PROTECTION ACT 1998 (and GDPR 2018)

Under provision of the Act, it is the responsibility of each member of staff to ensure that all data, whether computerised or manual, is kept secure at all times. This includes data relating to patients and other members of staff. Data must not be disclosed to any unauthorised person and must be regarded as strictly confidential at all times. Failure to adhere to this instruction will be regarded as serious misconduct and could lead to dismissal.

REHABILITATION OF OFFENDERS ACT 1974

This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act 1974. This stipulates that all previous convictions, including those that are "spent" must be declared. Previous convictions will not necessarily preclude an individual from employment within the Practice, but a DBS check will be required.

NO SMOKING

The Practice has a no smoking policy on the Practice premises.

Statement of Responsibilities

The and allocation of particular responsibilities may be amended by agreement from time to time.

Job Types: Part-time, Permanent

Expected hours: 24 per week

Benefits:

Company events Company pension Cycle to work scheme Free flu jabs Free parking On-site parking Sick pay
Experience:

Medical Secretary: 2 years (preferred)
Work Location: In person

Application deadline: 10/08/2025