Job summary A fantastic opportunity has arisen to join our friendly practice as a Medical Secretary in the heart of the Lake District. The ideal candidates will be forward thinking, self-motivated and reliable. We are prepared to invest in training for the right candidate. The post is for 18-24 hours per week over three days. Main duties of the job To provide general administrative and secretarial support to the doctors and clinical health professionals, practice manager and practice staff This job description outlines the duties currently required and may be amended to reflect future developments within the service and the impact of new technology on the role. Training provided to support essential skills required. About us We are a well-established GP training practice of 6 GP Partners, 2 Salaried GPs, Nurse Prescriber, Practice Nurse, a Nurse Associate and a Health Care Assistant supported by Managers, Administrators and Receptionists who provide excellent clinical care to our patients. Date posted 25 October 2024 Pay scheme Other Salary £12.07 to £13.13 an hour Contract Permanent Working pattern Part-time Reference number A5149-24-0010 Job locations Ambleside Road Keswick Cumbria CA12 4DB Job description Job responsibilities To provide an efficient audio, copy typing and secretarial service for GPs, health professionals and practice staff as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. Two-week wait referrals given priority and securely emailed to the correct departments or arrange choose and book appointments. Assist the practice manager with all clerical and administrative duties this includes reviewing and updating practice policies and uploading these onto TeamNet. Give patients advice on how to make appointment bookings and admissions as required. Attend any meetings at the request of the partners or practice manager, type up minutes and record these in TeamNet. Maintain and update TeamNet for administrative information so that written and computer information is easily accessible and secure. File patient records and correspondence in patient medical records. Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. Maintain the EMIS clinical system Electronic Health Record ensure data is kept confidential and secure Assist with the gathering of statistics and information when required. Provide cover for other members of the secretarial team during periods of sickness and annual leave. To receive and dispatch mail and maintain a pending system. To use the practices text messaging service and email system effectivity and reduce postage costs as a result Have a clear understanding of CQC requirements and legislation, and ensure your own CQC knowledge and training is up to date Use practices text messaging service effectively to provide a quicker and more efficient service Ensure that NHS mail, and TeamNet are open and checked throughout the day so that you are up to date with any urgent changes. Complete Workflow tasks in a timely manner. Check Workflow referral management tasks on a daily basis action any rejections in a timely manner. Maintain Minor Op Spreadsheet Monthly run secretary search for referral letters overdue (dexa scan etc.) Run podiatry referral searches monthly and action any letters to relevant departments for patient to be recalled Keep patient demographics up to date and relevant i.e. address, telephone numbers, email and consent. Promote patient online services Attend meetings that are relevant to secretarial role. Follow practice guidelines in regards to operating a clear desk policy. Job description Job responsibilities To provide an efficient audio, copy typing and secretarial service for GPs, health professionals and practice staff as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. Two-week wait referrals given priority and securely emailed to the correct departments or arrange choose and book appointments. Assist the practice manager with all clerical and administrative duties this includes reviewing and updating practice policies and uploading these onto TeamNet. Give patients advice on how to make appointment bookings and admissions as required. Attend any meetings at the request of the partners or practice manager, type up minutes and record these in TeamNet. Maintain and update TeamNet for administrative information so that written and computer information is easily accessible and secure. File patient records and correspondence in patient medical records. Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. Maintain the EMIS clinical system Electronic Health Record ensure data is kept confidential and secure Assist with the gathering of statistics and information when required. Provide cover for other members of the secretarial team during periods of sickness and annual leave. To receive and dispatch mail and maintain a pending system. To use the practices text messaging service and email system effectivity and reduce postage costs as a result Have a clear understanding of CQC requirements and legislation, and ensure your own CQC knowledge and training is up to date Use practices text messaging service effectively to provide a quicker and more efficient service Ensure that NHS mail, and TeamNet are open and checked throughout the day so that you are up to date with any urgent changes. Complete Workflow tasks in a timely manner. Check Workflow referral management tasks on a daily basis action any rejections in a timely manner. Maintain Minor Op Spreadsheet Monthly run secretary search for referral letters overdue (dexa scan etc.) Run podiatry referral searches monthly and action any letters to relevant departments for patient to be recalled Keep patient demographics up to date and relevant i.e. address, telephone numbers, email and consent. Promote patient online services Attend meetings that are relevant to secretarial role. Follow practice guidelines in regards to operating a clear desk policy. Person Specification Qualifications Essential -Educated to minimum GCSE level 3 or above or GCSE level C and above -Good standard of numeracy and literacy -A demonstrable commitment to personal development -NVQ3/RSA or equivalent Desirable -Qualification in computer packages Experience Essential -Previous Secretarial experience -Experience of dealing with the public/patients -Previous Administrative experience -Computer literate, skills in Microsoft packages Desirable -Previous Medical Secretary -Knowledge of EMIS Web clinical system Knowledge and skills Essential -Typing (speeds 50-60 wpm or above) -Communication/customer service skills ability to communicate with people of all levels -Understanding of medical terminology -Ability to use own judgement Qualities/ Attributes Essential -Understanding and acceptance of adherence to strict confidentiality -Able to work under pressure in an ever changing environment -Ability to use own judgement, and work without direct supervision -Team player Other Essential -Pleasant and articulate -Reliable -Flexibility of working hours as practice demands changes -Must be available to cover for holidays and sickness absence -Ability to work well and remain calm under pressure -To attend meetings/training sessions during working hours on and off site Person Specification Qualifications Essential -Educated to minimum GCSE level 3 or above or GCSE level C and above -Good standard of numeracy and literacy -A demonstrable commitment to personal development -NVQ3/RSA or equivalent Desirable -Qualification in computer packages Experience Essential -Previous Secretarial experience -Experience of dealing with the public/patients -Previous Administrative experience -Computer literate, skills in Microsoft packages Desirable -Previous Medical Secretary -Knowledge of EMIS Web clinical system Knowledge and skills Essential -Typing (speeds 50-60 wpm or above) -Communication/customer service skills ability to communicate with people of all levels -Understanding of medical terminology -Ability to use own judgement Qualities/ Attributes Essential -Understanding and acceptance of adherence to strict confidentiality -Able to work under pressure in an ever changing environment -Ability to use own judgement, and work without direct supervision -Team player Other Essential -Pleasant and articulate -Reliable -Flexibility of working hours as practice demands changes -Must be available to cover for holidays and sickness absence -Ability to work well and remain calm under pressure -To attend meetings/training sessions during working hours on and off site 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 Castlehead Medical Centre Address Ambleside Road Keswick Cumbria CA12 4DB Employer's website https://www.castlehead.org.uk/ (Opens in a new tab)