Job Description

Job Summary

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Primary Responsibilities

The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage all enquires in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming emails

f. Process calling letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patient's healthcare records

h. Input data into the patient's healthcare records as necessary

i. Process referrals using the electronic referral system (ERS)

j. Process requests for information i.e. SAR, insurance / solicitor's letters and DVLA forms

k. Snomed code data on Emis Web

l. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Manage all administrative queries as necessary

n. Carry out system searches as requested

o. Maintain a clean, tidy, effective working area at all times

p. Support all clinical staff with general administrative tasks as requested

Secondary Responsibilities

In addition to the primary responsibilities, the medical secretary may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

Person Specification - Medical Secretary

Qualifications

Educated to GCSE level or equivalent (Essential)

GCSE Mathematics & English (C or above) (Desirable)

NVQ Level 2 in Health and Social Care (Desirable)

Experience

Experience of working with the general public (Essential)

Experience of administrative duties (Essential)

Experience of working in a health care setting as a medical secretary (Essential)

Skills

Excellent communication skills (written and oral) (Essential)

Strong IT skills, including audio typing (Essential)

Clear, polite telephone manner (Essential)

Competent in the use of Office and Outlook (Essential)

EMIS / Systmone / Vision user skills (Desirable)

Effective time management (Planning & Organising) (Essential)

Ability to work as a team member and autonomously (Essential)

Good interpersonal skills (Essential)

Problem solving & analytical skills (Essential)

Ability to follow policy and procedure (Essential)

Personal Qualities

Polite and confident (Essential)

Flexible and cooperative (Essential)

Motivated (Essential)

Forward thinker (Essential)

High levels of integrity and loyalty (Essential)

Sensitive and empathetic in distressing situations (Essential)

Ability to work under pressure (Essential)

Other requirements

Flexibility to work outside of core office hours (Essential)

Disclosure Barring Service (DBS) check (Essential)

Job Types: Part-time, Permanent

Pay: 13.50 per hour

Expected hours: 30 per week

Schedule:

Monday to Friday
Experience:

Administrative: 1 year (preferred) Working with the General Public: 1 year (preferred)
Work Location: In person

Application deadline: 20/06/2025