Medical Secretary Admin Assistant

Job summary

To support the Medical Secretary with administrative work related to NHS referrals and tasks.

You will be well organised with knowledge of medical terminology.

Main duties of the job

The successful applicant will have excellent communication and organisational skills and have a broad range of administration and secretarial experience, being able to work with initiative and sometimes under pressure. The post-holder will work as part of a dynamic team supporting the Medical secretary, GP Partners, salaried GPs and Practice Manager.

About us

Eastview Surgery is a friendly, patient-focused GP practice committed to delivering high-quality healthcare services to our local community. We pride ourselves on providing compassionate care, fostering strong relationships with our patients.

Job responsibilities

The following are the core responsibilities of the Medical Secretary in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

• a. Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral
• b. Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• c. Manage all enquiries in an effective manner
• d. Process calling letters as requested
• e. Scan documentation and attach scanned documents to patients healthcare records
• f. Accurately input and code SNOMED CT data on the clinical IT system
• g. Process referrals using the electronic referral system (ERS)
• h. Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
• i. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• j. Manage all administrative queries as necessary
• k. Conduct clinical system searches as requested
• l. Support all clinical staff with general administrative tasks as requested

1. Maintain a clean, tidy, effective working area at all times

n. Be an integral part of the general practice team

o. Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children

p. Undertake all mandatory training and induction programmes

q. Contribute to and embrace the spectrum of clinical governance

r. Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

Person specification

Qualifications

Essential

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
• Typing qualification, i.e., OCR or RSA Diploma

Desirable

• NVQ Level 2 in Health and Social Care
• Level 3 in Medical Terminology

Knowledge and Skills

Essential

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative, discretion, and sensitivity
• Understanding of clinical coding
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Good organisational skills
• Clinical IT system user skills and the ability to record accurate notes
• Ability to effectively utilise resources
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Flexible and cooperative
• Motivated
• Understanding of safeguarding adults and children

Desirable

• Demonstrate personal accountability, emotional resilience and ability to work well under pressure

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of using EMIS web (clinical system)

Desirable

• Experience of working in a healthcare setting as a medical secretary