About this role
Job summary
To provide general secretarial support to the doctors and health professionals, involving word processing and audio typing skills with general clerical work.
Main duties of the job
To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters and patient referrals as well as completion of referral forms and uploading to Choose and Book. All work to be done in an accurate and quality manner.
To deal with all queries from patients regarding referrals (NHS or private) and following up with the relevant hospital as required
To expedite referrals as requested from the GPs from time to time
To process all requests from patients for to whom it may concern letters
To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
To maintain the computer clinic system in an accurate and secure manner.
To receive all the incoming clinical mail and sort it according to agreed protocols.
To action incoming mail according to agreed protocols
About us
Weavers Medical is a teaching practice and hosts placements for GP Registrars and medical students for a number of universities.
www.weaversmedical.co.uk
Job description Job responsibilities
WEAVERS MEDICAL
Job Description
TitleMedical Secretary
Responsible to:Practice Manager
Location: Weavers Medical
Hours:12-14 Hours per week
Main Purpose:
To provide general secretarial support to the doctors and health professionals, involving word processing and audio typing skills with general clerical work.
Key Tasks:
To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of 5letters and patient referrals as well as completion of referral forms and uploading to Choose and Book. All work to be done in an accurate and quality manner.
To deal with all queries from patients regarding referrals (NHS or private) and following up with the relevant hospital as required
To expedite referrals as requested from the GPs from time to time
To process all requests from patients for to whom it may concern letters
To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
To maintain the computer clinic system in an accurate and secure manner.
To assist with the gathering of statistics/referral information when required.
To provide cover for members of the secretarial team during periods of sickness and annual leave.
To receive all the incoming clinical mail and sort it according to agreed protocols.
To action incoming mail according to agreed protocols.
Processing referrals
a) To ensure all Choose and Book (C&B) referral forms are completed in full
b) To upload all C&B referrals to the C&B website
c) To type up audio referrals and either email/fax/post out as per practice protocol
d) To type up handwritten referrals and email/fax/post out as per practice protocol
e) To send off all referrals to the District Nurses via nhs.net email
Queries from Patients
a) Process all requests from patients for to whom it may concern letters
b) Take telephone calls from patients regarding any referral query or hospital appointment query
c) To process forms handed in by patients which need completion, passing to the GP for checking/signature once complete
Incoming Clinical Mail
a) Sort all incoming clinical mail for scanning into Dr and patient and patient only.
b) For all mail that can be actioned by the medical secretaries, to scan, file and action the letter
Other Admin Tasks
a) To action all tasks assigned to the medical secretary team
b) Any other duties as considered relevant from time to time
Health & Safety & Fire 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 post holder will adhere to the Prospect House Fire Strategy.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
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-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:
Participation in an annual individual performance review, including 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.
Communication:
The post-holder should recognise 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 peoples needs for alternative methods of communication and respond accordingly.
Person Specification
Qualifications Essential
Acceptable basic GCSEs or equivalent including C or above in English Language and Maths Good English written and spoken Knowledge of medical terminology Typing skills - word computer skills Mature outlook
Desirable
Windows experience, Microsoft knowledge Knowledge of medical terminology
Experience Essential
Experience of working as a secretary Able to work in busy environment Accuracy in all work Good literacy skills (spelling, comprehension etc) Succinct - ability to precis and feedback to patients
Desirable
Experience of working as a medical secretary in the NHS Experience of working in a service environment Touch typist
Innate Abilities Essential
people person' Willingness to learn Able to communicate appropriately Ability to learn new skills quickly Reliable and team player
Desirable
Ability to "up the pace" when necessary Ability to question correctly and identify and solve problems
Motivation Essential
Desire to learn new skills, to attend work and participate in team meetings Problem solver - copes in fast moving environment
Desirable
Experience of organising work to achieve the best outcome Uses social discourse appropriately
Adjustment/attitude Essential
Caring, honest, and understands totally the need for confidentiality Flexible approach to undertaking a wide variety of tasks
Physical make up Essential
Smart and appropriate dress Pleasant and professional manner Clear and articulate speech No questionable sickness record
Special circumstances Essential
Able to travel to/from work for the hours required. Complements the team
Desirable
Flexibility with hours often required
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 (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Weavers Medical
Address Prospect House
121 Lower Street
Kettering
Northants
NN16 8DN
United Kingdom
Employer's website https://www.weaversmedicalcentre.co.uk/ (Opens in a new tab)