Job Description

BEECHFIELD MEDICAL CENTRE

OUTLINE JOB DESCRIPTION

JOB TITLE: MEDICAL SECRETARY

REPORTS TO: ADMIN MANAGER

Job summary:

To provide general secretarial support to the practice manager, doctors and health professionals, involving word processing and audio typing skills and general clerical work at Beechfield Medical

Centre.

Job responsibilities will include (but are not limited to):

To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. To assist the Admin Manager with all clerical and administrative duties. To establish and maintain administrative systems so that computer information is easily accessible and secure. File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computerised clinical system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial and administrative team during periods of sickness and annual leave. To receive and dispatch mail as required To carry out photocopying of patient records as required To carry out Choose and Book (ERS) procedures for referrals. Support the practice with recalling patients in a timely manner Ensure patients on recall registers are booked for review in accordance with the chronic disease booking protocol. Compose appropriate patient letters and information leaflets. To ensure you are familiar with and maintain up to date knowledge of the Quality and Outcomes Framework (QOF) and Eclipse requirements and associated read codes. To support with all practice administrative tasks as required

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 job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other

BEECHFIELD MEDICAL CENTRE

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 All employees are required to sign and abide by the practice Confidentiality policy at induction.

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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will 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 Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children.

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 that is welcoming to and of the individual, is non-judgmental 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:

BEECHFIELD MEDICAL CENTRE

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

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 Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognise people's needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate

BEECHFIELD MEDICAL CENTRE

Person Specification

Essential Criteria Desirable Criteria

Good general secondary education: A-C Educated to 'A' level standard or

Academic/Vocational

grades GCSEs or equivalent equivalent

Qualifications

Excellent IT skills and knowledge of Knowledge of EMIS or other

Skills & Abilities

Microsoft suite, particularly Word and clinical systems

Excel.

Ability to work under own initiative without supervision and make decisions within defined procedures

Function as an effective team member

Proactively manage workload, even when under pressure

Good accuracy and attention to detail

Able to communicate clearly and effectively
(oral and written) with clinicians, patients and colleagues

Flexible approach to work

Experience

Experience of secretarial or administrative Experience of working in work in similar professional environment general practice in a similar role

A mature approach and a professional and

Personal Qualities

friendly demeanour Understanding of your
behaviour and how this impacts
Flexible and multi-tasking capability on others

Aware of own professional limits

Commitment to on-going development
Motivated and enthusiastic

Job Types: Full-time, Permanent

Pay: From 12.21 per hour

Education:

GCSE or equivalent (required)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 17/10/2025