Job summary We are a 11,000 patient Practice on the Isle of Sheppey in Kent and are looking for a Medical Secretary/Administrator 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 working hours are for discussion 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 letter to the Hospitals, GPs, etc Co-ordinating of the Choose & Book system; monitoring, attaching, queries Dealing with all patient enquires regarding hospital referrals, etc Miscellaneous typing work for GPs and other Clinicians as requested Booking appointments Insurance Reports Scanning DOCMAN / EDTs Liaising with Coroner's office Medical Examiner referrals Safeguarding reports Prioritise, organise and manage workload in a manner that maintains and promotes equality 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 Police 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 in Sheerness, with three other branch sites at Eastchurch, Warden Bay and Leysdown Date posted 16 April 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A2869-25-0004 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 syste, Typing of referral letters to the Hospitals, etc Logging all referrals and updating EMIS Arranging urgent hospital referral Co-ordinating the Choose & Book system; monitoring, attaching, queries Dealing with all patient enquires regarding hospital referrals, etc Miscellaneous typing work for GPs and other Clinicians Ensure that any incidents are recorded/dealt with in line with Practice protocols Booking appointments Insurance reports Scanning DOCMAN / EDTs Liaising with the Coroner Referrals to the Medical Examiner Safeguarding reports 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 Police and Procedures You will also be expected to carry out any reasonable additional duties which may be requested from time to time NHS experience is 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 people's 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 as 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, 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-holder's 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 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 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 syste, Typing of referral letters to the Hospitals, etc Logging all referrals and updating EMIS Arranging urgent hospital referral Co-ordinating the Choose & Book system; monitoring, attaching, queries Dealing with all patient enquires regarding hospital referrals, etc Miscellaneous typing work for GPs and other Clinicians Ensure that any incidents are recorded/dealt with in line with Practice protocols Booking appointments Insurance reports Scanning DOCMAN / EDTs Liaising with the Coroner Referrals to the Medical Examiner Safeguarding reports 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 Police and Procedures You will also be expected to carry out any reasonable additional duties which may be requested from time to time NHS experience is 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 people's 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 as 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, 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-holder's 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 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 which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights Person Specification Knowledge & Skills Essential Excellent customer service skills Ability to cope with change and/or conflicting demands Ability to communicate well at all levels Excellent telephone manner Works well under pressure and to deadlines high level of attention to details Computer literate; ability to use Microsoft packages Good management and prioritisation of workload Ability to work with or without direct supervision and well as part of a team Experience Essential Good current knowledge of medical terminology Previous secretarial experience Previous NHS experience Previous experience of EMIS & Docman Person Specification Knowledge & Skills Essential Excellent customer service skills Ability to cope with change and/or conflicting demands Ability to communicate well at all levels Excellent telephone manner Works well under pressure and to deadlines high level of attention to details Computer literate; ability to use Microsoft packages Good management and prioritisation of workload Ability to work with or without direct supervision and well as part of a team Experience Essential Good current knowledge of medical terminology Previous secretarial experience Previous NHS experience Previous experience of EMIS & Docman 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)