We are a large, busy, forwardthinking training practice that prides itself on providing highquality patient care. We are looking to recruit a motivated and experienced Medical Secretary to join our expanding team.
We are committed to delivering excellent customer service to our patients and supporting our wider primary healthcare team. We currently use System One and Lexacom.
What we offer
* Generous holiday entitlement
* Free onsite parking
* A supportive, friendly working environment
About the role
Based at our Chaddesden surgery
30 hours per week
Working as part of a dedicated administrative team
If youre enthusiastic, organised, and passionate about delivering highquality care, wed love to hear from you.
Main duties of the job
Key Responsibilities
* Provide a first-class secretarial service to the practice and its patients
* Ensure the efficient processing of referral letters, minutes, practice correspondence, and reports
* Prepare and produce documents, including hospital referrals and related paperwork
* Operate the e-Referral effectively
* Maintain an accurate and efficient system for recording both NHS and private referrals
* Respond to, and appropriately redirect, patient queries and requests
* Maintain a clear audit trail for all referrals, ensuring clinicians complete the referral process
* Undertake information retrieval as required in the best interests of the practice and patients
* Take minutes for meetings as requested
About us
Weare a large medical practice with 4 sites in Chaddesden, Oakwood, Borrowash & University of Derby. We Pride ourselves in providing quality care forover 28,000 patients.
Job responsibilities
JOB TITLE: Practice Secretary
HOURS: 30 hours per week
Job Summary
We are seeking a motivated and experienced Medical Secretary to provide highquality secretarial support to the Practice Manager, Doctors, and other Health Professionals across our four sites. The role involves word processing, audio typing, and a range of general clerical duties.
You will be part of our dedicated secretarial team based at our Chaddesden site. The practice uses System One and Lexacom dictation systems.
Main duties and responsibilities
* Ensure the efficient processing of referral letters, minutes, practice correspondence, and reports
* Prepare and produce documents including hospital referrals and associated paperwork
* Operate the e-Referral system effectively
* Maintain accurate systems for recording both NHS and private referrals
* Maintain a clear audit trail for all referrals, ensuring clinicians complete the referral process
* Respond to and appropriately redirect patient queries and requests
* Undertake information retrieval in the best interests of the practice and patients
* Work confidentially at all times, in line with practice policies
* Make appointments and bookings as required
* Take minutes for meetings as requested
* Process tasks in a timely and accurate manner
* Work safely and in accordance with legislative requirements, practice policies, procedures, and protocols
* Maintain a thorough knowledge of all practice procedures
Confidentiality
During the course of your work, you will have access to confidential information relating to patients, carers, colleagues, and the business of the practice. All such information must be treated as strictly confidential and only shared with authorised persons in line with practice policies and data protection legislation.
Health & Safety
The postholder will support and maintain health, safety, and security by:
* Using personal security systems in line with practice guidelines
* Identifying risks in work activities and managing them appropriately
* Making effective use of training to update knowledge and skills
* Using appropriate infection control procedures and maintaining a tidy, safe work environment
* Reporting potential risks or hazards
Equality & Diversity
The postholder will support equality, diversity, and the rights of patients, carers, and colleagues by:
* Acting in a way that recognises and respects peoples rights in line with practice policies and legislation
* Respecting the privacy, dignity, needs, and beliefs of others
* Behaving in a welcoming, nonjudgmental, and respectful manner
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
* Alert team members to issues of quality and risk
* Assess your own performance and take accountability for your actions
* Contribute to team effectiveness by reflecting on activities and suggesting improvements
* Work effectively with external agencies to meet patient needs
* Manage your own time, workload, and resources efficiently
Communication
* Communicate effectively with team members, patients, carers, and hospital personnel
* Recognise when alternative communication methods are required and respond appropriately
Contribution to Service Implementation
* Apply practice policies, standards, and guidance
* Discuss with the team how policies and guidelines affect your work
* Participate in audits where appropriate
Person Specification
Qualifications
* Recognised qualification in wordprocessing
* GCSE Mathematics & English (C or above)
Experience
* Experience of administrative duties
* Experience of working with the general public
* Experience of working in a health care setting as a medical secretary
Skills & Personal Qualities
* Skills & Abilities
* Excellent written and verbal communication skills
* Strong IT skills, including audio typing
* Clear, polite, and professional telephone manner
* Competent in the use of Microsoft Office and Outlook
* Effective time management, planning, and organisational skills
* Ability to work both independently and as part of a team
* Good interpersonal skills
* Strong problem solving and analytical abilities
* Ability to follow policies, procedures, and protocols
* Ability to work under pressure and manage competing priorities
* Personal Qualities
* Polite, confident, and professional
* Flexible and cooperative approach to work
* Motivated and proactive
* Forward thinking with a positive attitude
* High levels of integrity and loyalty
* Sensitive and empathetic when dealing with distressing situations
* Experience using System One
* Experience using Lexicom
* Experience using e-Referal Service
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.
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