Job summary MEDICAL SECRETARY 25 Hours per week Shawbirch Medical Centre is at an exciting period in the history of the practice, having moved into a new state of the art medical centre and healthy lifestyle hub. We are looking to recruit an enthusiastic, hard-working and experienced Secretary. The ideal candidate will have medical secretarial experience within a GP / NHS environment, although consideration will be given to those candidates who have proven secretarial experience within another setting. The core responsibility involves the smooth running of the referral process by undertaking secretarial and administrative support to the doctors and health professionals. This includes accurate typing of letters, liaising with external agencies such as hospitals and community services, along with managing all enquiries in an effective manner. The post-holder will also be required to provide cover within the reception team as directed by the management team. We are looking for someone to work a minimum of 25 hours per week which will include some afternoon shifts with a 6pm finish. The flexibility to cover sickness and annual leave of colleagues is essential. Interviews to be held week commencing 24th February. Main duties of the job To provide an efficient audio, copy typing and word processing service for GPs and other Health Professionals as required. This includes the typing of letters, reports, patient referrals, in an accurate manner. Checking task list for new referrals and those awaiting results or reports. Checking workflow and processing incoming letters. Checking eRS worklist for rejections, redirections, deal with all related queries from patients and hospitals. To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. Providing cover within the reception team, including managing incoming / outgoing calls and being the point of contact on the reception desk. Be adaptable, amenable, and willing to take on new administrative tasks. Be able to follow data protection policies and guidelines. About us We are a dedicated friendly innovative training practice with a compliment of healthcare professionals: 5 GP Partners and 1 ANP Partner, 4 salaried GPs, 2 Registrars, 6 Advanced Nurse Practitioners, 3 Practice Nurses, 1 Nurse Associate and 1 HCA working with our reception and administrative team. We strive to provide an efficient team who project a positive and friendly image to assist our patients in ensuring they receive the best possible care. Date posted 28 January 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A1481-25-0000 Job locations Shawbirch Medical Centre Brandon Avenue Admaston Telford Shropshire TF5 0DU Job description Job responsibilities JOB TITLE: MEDICAL SECRETARY REPORTS TO: OFFICE MANAGER / PRACTICE MANAGER Job Summary: To provide general secretarial support to the Practice Manager, Doctors and Health Professionals involving word processing and audio typing skills with general clerical work. Job Responsibilities: To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. Checking task list for new referrals and those awaiting results or reports. Checking workflow and processing incoming letters. Checking eRS worklist for rejections, redirections, deal with all related queries from patients and hospitals. 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. Providing cover within the reception team, including managing incoming / outgoing calls and being the point of contact on the reception desk. Be adaptable, amenable, and willing to take on new administrative tasks. Be able to follow data protection policies and guidelines. To provide cover for members of the secretarial team during periods of sickness and annual leave. 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, free from hazards Actively reporting 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 holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified 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 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-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 teams 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 peoples needs for alternative methods of communication and respond accordingly Contribution to the Implementation of Services: The post-holder will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate Job description Job responsibilities JOB TITLE: MEDICAL SECRETARY REPORTS TO: OFFICE MANAGER / PRACTICE MANAGER Job Summary: To provide general secretarial support to the Practice Manager, Doctors and Health Professionals involving word processing and audio typing skills with general clerical work. Job Responsibilities: To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. Checking task list for new referrals and those awaiting results or reports. Checking workflow and processing incoming letters. Checking eRS worklist for rejections, redirections, deal with all related queries from patients and hospitals. 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. Providing cover within the reception team, including managing incoming / outgoing calls and being the point of contact on the reception desk. Be adaptable, amenable, and willing to take on new administrative tasks. Be able to follow data protection policies and guidelines. To provide cover for members of the secretarial team during periods of sickness and annual leave. 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, free from hazards Actively reporting 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 holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified 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 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-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 teams 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 peoples needs for alternative methods of communication and respond accordingly Contribution to the Implementation of Services: The post-holder will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate Person Specification Experience Essential An understanding and background in medical terminology. Excellent IT and communication skills. Methodical, accurate with excellent attention to detail. Ability to work under pressure and prioritise workload. Experience of secretarial work within either a General Practice or other NHS setting is essential. Excellent time management and organisational skills Desirable Previous experience of Emis Web Personal specification Essential Have a commitment to supporting the delivery of excellent patient care with vision, willingness, and drive. Be able to self-motivate and prioritise own workload with minimal supervision. Have excellent team working skills. Ensure practice policy and standards compliance. Be able to work under pressure and handle the unexpected Person Specification Experience Essential An understanding and background in medical terminology. Excellent IT and communication skills. Methodical, accurate with excellent attention to detail. Ability to work under pressure and prioritise workload. Experience of secretarial work within either a General Practice or other NHS setting is essential. Excellent time management and organisational skills Desirable Previous experience of Emis Web Personal specification Essential Have a commitment to supporting the delivery of excellent patient care with vision, willingness, and drive. Be able to self-motivate and prioritise own workload with minimal supervision. Have excellent team working skills. Ensure practice policy and standards compliance. Be able to work under pressure and handle the unexpected 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 Shawbirch Medical Centre Address Shawbirch Medical Centre Brandon Avenue Admaston Telford Shropshire TF5 0DU Employer's website https://www.shawbirchmedicalcentre.nhs.uk (Opens in a new tab)