We are seeking an experienced and motivated Medical Secretary to join our friendly and supportive team on a fixed term basis for 12 months working 25 hours per week.
This is an important role within our practice providing high quality secretarial and administrative support to clinicians and patients.
The successful candidate will be skilled in using SystmOne and able to manage a busy and varied workload with accuracy and confidence.
You will handle referrals, prepare clinical and non‑clinical documents and support communication between patients and healthcare professionals and help ensure the smooth running of daily operations.
This role requires excellent organisation, strong attention to detail and a commitment to delivering a professional and compassionate service. If you are proactive, adaptable and dedicated to maintaining high standards we would welcome your application to join our team.
Please Note: We reserve the right to close the advert early.
We encourage informal visits. Please email Tracey to arrange.
Main duties of the job
* Provide efficient medical secretarial and administrative support to the practice
* Prepare letters, reports and documents through word processing and digital dictation
* Manage referrals using SystmOne and the e‑referral service including updating systems and supporting patients
* Handle patient queries regarding referrals, results and medical reports
* Liaise with hospitals and other healthcare providers to ensure smooth communication
* Maintain accurate filing systems, data entry and creation of templates and information resources
* Support general office functions and assist with tasks delegated by the management team
* Uphold confidentiality and maintain high standards of professionalism in all areas of work
About us
St Anthonys Health Centre is a long established GP practice providing high quality patient centric care to the local community in Walker Newcastle Upon Tyne.
Our team is committed to offering accessible and compassionate healthcare services supported by a strong administrative and clinical workforce. We aim to maintain high standards of confidentiality, safety, equality and professionalism in all areas of our work.
The practice delivers a wide range of services including routine and urgent appointments, chronic disease management, referral coordination and support for patients navigating wider NHS services. We work closely with secondary care providers and partner organisations ensuring effective communication and continuity of care for all patients.
Our administration and secretarial teams play a key role in supporting the smooth running of the practice and ensuring patients receive a reliable and efficient service each day.
Job responsibilities
Aim of the Post
To provide an efficient and reliable secretarial and administrative support service to the practice. To undertake these duties without direct supervision working within broad procedural guidelines.
Reports To Admin Manager
Responsible To Practice Manager
Main Duties and Responsibilities
* Word‑processing: prepare letters and reports, clinical and non‑clinical. Transcription via digital dictation system, draft or text or email. Produce in‑house posters, leaflets, flyers etc. Create template letters within S1.
* ERS: assist patients and medical staff in accessing the e‑referral, making, changing, cancelling appointments as appropriate and maintain referral spreadsheet in line with any current practice requests using Microsoft Excel. Monitor rejections. Keep up to date on referral information including the advice and guidance system, and prior notification for limited value procedures.
* Photocopying: medical notes, insurance/claim forms, circulars, practice paperwork etc. Develop use of IGPR to produce reports for insurance companies.
* Dealing with queries from patients about referrals, results, medical reports etc.
* To liaise with secondary care providers regarding referrals, x‑ray and test results. Develop email links as appropriate.
* Telephone Directory: maintain up to date telephone directory on computer system.
* To collate and provide information about consultants, hospital personnel, specialist services, patient services, waiting times etc.
* Filing: keep accurate and up to date filing system as requested by partners and manager.
* Private Medical Fees: issuing and recording invoices, reconciliation of payments as instructed by manager. Liaise with insurance companies etc regarding queries.
* Reception: deputise when necessary in reception area at manager's request.
* Follow agreed process for safeguarding reports/minutes/meetings.
* General office practice: implement any administrative or IT procedure as delegated by manager following appropriate training. Reporting via SIRMS as requested.
* To communicate internally and externally using email.
* Data Entry: input coded data to clinical system.
Confidentiality:
While 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 to 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 and free from hazards.
* Understanding and applying the principles of the cold chain.
* Assisting with risk assessment procedures to ensure the safety of patient, self and colleagues as reasonably practicable at all times.
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 people's rights and interpreting them in a way that is consistent with Practice procedures, policies and current legislation.
* Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
* Behaving in a manner which is welcoming to the individual, is non‑judgemental 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. 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 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 team's 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, sharing and requesting information as appropriate; dealing with external agencies as necessary.
* Communicate effectively with patients and carers to explain the role of the HCA and to advise within own competence.
* Recognize people's needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
* 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.
This list of duties is not exhaustive; you may be asked to carry out other duties and will be expected to support the doctors and the manager by responding efficiently to any reasonable request for assistance.
Person Specification
Qualifications
* Understanding of confidentiality.
* Able to use SystmOne.
Experience
* Admin or secretarial background.
* Strong organisational and communication skills.
* GP or healthcare setting experience.
* Knowledge of ERS or medical terminology.
* Dictation and data entry skills.
* Calm, reliable, accurate.
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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