Job summary We are seeking a highly motivated individual to work on a part-time basis 25 hours per week. The successful applicant will provide general secretarial support to the Practice Manager, Doctors and Health Professionals, involving word processing and audio typing skills with general clerical work. Main duties of the job Below are some of the main duties of the Medical Secretary role: Audio typing Answer incoming phone calls and deal with the callers request appropriately External communications Processing referrals using electronic referral system Process requests for information About us The Heron Medical Practice is a 7 GP Partner general Medical Practice with approx. 18,500 wide-ranging patient demographic based between Herne Bay and Canterbury. The Practice team is passionate about providing a high quality service to our patients, as well as maintaining a high level of professionalism. Our work environment boasts strong team-working ethics. We are a training practice across three sites (Herne Bay and the Canterbury area) and host many additional services including Ophthalmology and Ultrasound. We have a strong team of allied health professionals including a Practice Pharmacist, a Community Pharmacist, a Paramedic, Practice Nurses and HCAs. The Practice prides themselves on holding numerous accreditations to look after our employees. Our pledges can be found via our Practice website. If you would like to be part of a friendly and progressive practice, then we would like to hear from you. Date posted 17 February 2025 Pay scheme Other Salary £13 an hour Contract Permanent Working pattern Part-time Reference number A0968-25-0003 Job locations The Heron Medical Practice 269 Reculver Road Herne Bay Kent CT6 6SR Job description Job 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. Follow GDPR guidance and practice policy b. Typing letters, reports and associated documentation as required c. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently d. Manage all enquires in an effective manner e. Maintain an accurate referrals database f. Input data into the patients healthcare records as necessary g. Process referrals using the electronic referral system (ERS) h. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms i. Read code data on EMISWEB j. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately k. Manage all administrative queries as necessary l. Carry out system searches as requested m. Maintain a clean, tidy, effective working area at all times n. To attend training where applicable and ensuring all mandatory training is kept up to date. o. Support all clinical staff with general administrative tasks as requested p. To provide cover for members of the secretarial team during periods of sickness and annual leave Job description Job 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. Follow GDPR guidance and practice policy b. Typing letters, reports and associated documentation as required c. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently d. Manage all enquires in an effective manner e. Maintain an accurate referrals database f. Input data into the patients healthcare records as necessary g. Process referrals using the electronic referral system (ERS) h. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms i. Read code data on EMISWEB j. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately k. Manage all administrative queries as necessary l. Carry out system searches as requested m. Maintain a clean, tidy, effective working area at all times n. To attend training where applicable and ensuring all mandatory training is kept up to date. o. Support all clinical staff with general administrative tasks as requested p. To provide cover for members of the secretarial team during periods of sickness and annual leave Person Specification Experience Essential Experience of working with the general public Experience of administrative duties Desirable Experience of working in a health care setting as a medical secretary Qualifications Essential Educated to GCSE level or equivalent Desirable GCSE Mathematics & English (C or above) Skills Essential Excellent communication skills (written and oral) Strong IT skills, including audio typing Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure Desirable EMIS / Systmone / Vision user skills Other Essential Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Personal Qualities Essential Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Person Specification Experience Essential Experience of working with the general public Experience of administrative duties Desirable Experience of working in a health care setting as a medical secretary Qualifications Essential Educated to GCSE level or equivalent Desirable GCSE Mathematics & English (C or above) Skills Essential Excellent communication skills (written and oral) Strong IT skills, including audio typing Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure Desirable EMIS / Systmone / Vision user skills Other Essential Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Personal Qualities Essential Polite and confident Flexible and cooperative Motivated Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure 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 The Heron Medical Practice Address The Heron Medical Practice 269 Reculver Road Herne Bay Kent CT6 6SR Employer's website https://www.theheronmedicalpractice.co.uk/ (Opens in a new tab)