Job summary We are an 11,000 patient Practice on the Isle of Sheppey in Kent and are looking for a Medical Secretary to join our hard-working, dedicated team. You must have an excellent attendance record, be a good timekeeper, able to work under pressure and enjoy working as part of a team. The successful candidate will be flexible, motivated, reliable, conscientious and committed to making a valuable contribution to the team. Please note, the hours advertised are subject to change and will be discussed further during interview. Main duties of the job Provide comprehensive secretarial typing and administrative support to the Partnership Co-ordinating control of the dictation system Typing of referral letters to the hospitals, GPs, etc. Co-ordinating the Choose & Book system; monitoring, attaching, queries Dealing with all patient enquiries regarding hospital referrals, etc. Miscellaneous typing work for GPs as requested Prioritise, organise and manage workload in a manner that maintains and promotes quality and achieves objectives Ensure mandatory training is completed when necessary Liaise with others as necessary to ensure the provision of efficient internal and external support required to achieve objectives Work safely and securely at all times in accordance with legislative requirements and Practice Policy and Procedures You will also be expected to carry out any reasonable additional duties which may be requested from time to time. About us We have one main site on Sheerness, with three other branch sites at Eastchurch, Warden Bay & Leysdown Date posted 29 October 2024 Pay scheme Other Salary £11.44 an hour Contract Permanent Working pattern Part-time Reference number A2869-24-0010 Job locations 55 St Georges Avenue Sheerness Kent ME12 1QU Job description Job responsibilities Provide comprehensive secretarial typing and administrative support to the Partnership Co-ordinating control of the dictation system Typing of referral letters to the hospitals, GPs, etc. Logging all referrals and updating EMIS Arranging urgent hospital referrals Co-ordinating the Choose & Book system; monitoring, attaching, queries Dealing with all patient enquiries regarding hospital referrals, etc. Miscellaneous typing work for GPs as requested Ensure that any incidents are recorded/dealt with in line with Practice protocols Participate in team meetings that create opportunities to improve service levels Prioritise, organise and manage workload in a manner that maintains and promotes quality and achieves objectives Participate in induction training for new starters when applicable Ensure mandatory training is completed when necessary Liaise with others as necessary to ensure the provision of efficient internal and external support required to achieve objectives Work safely and securely at all times in accordance with legislative requirements and Practice Policy and Procedures You will also be expected to carry out any reasonable additional duties which may be requested from time to time. NHS experience preferred 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 & Barring Service (formerly CRB) to check for any previous criminal convictions 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 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 Qualities 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 This job description is a reflection of the current position and may change in emphasis or detail in the light of subsequent development, in consultation with the post holder. 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 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 post-holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children Equality & 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 peoples 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 which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights Job description Job responsibilities Provide comprehensive secretarial typing and administrative support to the Partnership Co-ordinating control of the dictation system Typing of referral letters to the hospitals, GPs, etc. Logging all referrals and updating EMIS Arranging urgent hospital referrals Co-ordinating the Choose & Book system; monitoring, attaching, queries Dealing with all patient enquiries regarding hospital referrals, etc. Miscellaneous typing work for GPs as requested Ensure that any incidents are recorded/dealt with in line with Practice protocols Participate in team meetings that create opportunities to improve service levels Prioritise, organise and manage workload in a manner that maintains and promotes quality and achieves objectives Participate in induction training for new starters when applicable Ensure mandatory training is completed when necessary Liaise with others as necessary to ensure the provision of efficient internal and external support required to achieve objectives Work safely and securely at all times in accordance with legislative requirements and Practice Policy and Procedures You will also be expected to carry out any reasonable additional duties which may be requested from time to time. NHS experience preferred 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 & Barring Service (formerly CRB) to check for any previous criminal convictions 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 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 Qualities 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 This job description is a reflection of the current position and may change in emphasis or detail in the light of subsequent development, in consultation with the post holder. 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 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 post-holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children Equality & 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 peoples 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 which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights Person Specification Experience Essential Good current knowledge of medical terminology Previous secretarial experience Desirable Previous NHS experience Previous experience of EMIS and Docman, although training will be given knowledge & skills Essential Excellent customer service skills Ability to cope with change and/or conflicting demands Ability to communication well at all levels Excellent telephone manner Works well under pressure, and to deadlines High level of attention to detail Computer literate; ability to use Microsoft packages Good management and prioritisation of workload Ability to work without direct supervision and well as part of a team Person Specification Experience Essential Good current knowledge of medical terminology Previous secretarial experience Desirable Previous NHS experience Previous experience of EMIS and Docman, although training will be given knowledge & skills Essential Excellent customer service skills Ability to cope with change and/or conflicting demands Ability to communication well at all levels Excellent telephone manner Works well under pressure, and to deadlines High level of attention to detail Computer literate; ability to use Microsoft packages Good management and prioritisation of workload Ability to work without direct supervision and well as part of a team 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 St Georges Medical Centre Address 55 St Georges Avenue Sheerness Kent ME12 1QU Employer's website https://www.saintgeorgesmedicalcentre.co.uk/ (Opens in a new tab)