Job summary
We are currently recruiting a medical secretary to work in our friendly and welcoming medical centre. Your duties will include dealing with all aspects of referrals including booking hospital appointments, completing forms and following up patient queries. You will also be providing personal assistance to medical staff and GP's, answering telephone calls in regards to patients referrals and queries, providing administrative assistance to all members of staff.
Main duties of the job
The ideal candidate should be motivated, organised, work well as part of a team and be able to use own initiative. You should have good attention to detail and be able to prioritise your workload to manage your time effectively. Previous experience desirable but not essential.
About us
Wake Green Surgery has been serving the people of Moseley and surrounding areas for over 50 years.
We strive to deliver the highest standard of care by building strong working relationships with our patients, their families, carers and the wider community.
We are a training practice with five GP Partners and currently have approximately 9000 patients registered.
Date posted: 09 April 2025
Pay scheme: Other
Salary: Depending on experience
Contract: Permanent
Working pattern: Part-time
Reference number: A0149-25-0000
Job locations
7 Wake Green Road, Birmingham, B13 9HD
Job description
JOB TITLE: MEDICAL SECRETARY
REPORTS TO: PRACTICE MANAGER
HOURS: 30 hours per week
Job summary:
To provide general secretarial support to the practice manager, doctors and health professionals, involving word processing and typing skills with general clerical work.
Job responsibilities:
* To provide an efficient copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, patient referrals in an accurate and quality manner.
* To make appointments.
* To attend meetings.
* To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
* To assist in call and recall for chronic disease management.
* 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 computer clinic system in an accurate and secure manner.
* To provide cover for members of the secretarial/administration team during periods of sickness and annual leave.
* In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform secretarial duties.
* To receive and dispatch mail.
* To prioritise all correspondence.
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 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, 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).
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 recognizes 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:
* 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.
* Recognize people's needs for alternative methods of communication and respond accordingly.
Person Specification Experience Essential
* Experience in the NHS desirable but not essential as full training will be given.
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: Wake Green Surgery
Address: 7 Wake Green Road, Birmingham, B13 9HD
Employer's website: https://www.wakegreensurgery.co.uk/
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