Job description

Job responsibilities

JOB TITLE: Practice Secretary

REPORTS TO: Practice Manager

HOURS: 37 hours per week plus holiday/sickness cover

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 over 4 sites. The practice uses System one and Lexicom dictation. You will be part of the secretarial team which is based at our Chaddesden site.

MAIN DUTIES AND RESPONSIBILITIES:

To provide first class secretarial service to the practice and patients.

To ensure efficient processing of referral letters, minutes, practice letters and reports

To ensure preparation and production of document, hospital referrals, etc.

Effectively operate the Choose & Book system.

Ensure an effective system for recording of both hospital and private referrals.

Respond and/or redirect all patient and requests accordingly.

Audit trail for referrals ensuring referral process is completed by clinicians.

To undertake information retrieval for practice/patients best interests as requested.

To work confidentially at all times.

To make appointments, bookings and as required

To minute meeting as requested.

To respond to patients queries in a timely and efficient manner.

To process tasks

To support the practice manager regarding HR

To process responses to complaints

Assist with administration tasks as allocated by the Practice Manager.

Work safely at all times in accordance with Legislative requirements and Practice Policy, Procedures and Protocols.

To have a thorough knowledge of all practice procedures.

The surgery promotes a culture where all members of healthcare team share the responsibility for infection prevention and control. You must comply with the Infection Prevention and Control policy and associated procedures.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.

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 health care 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 health care 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 work place 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.

• Reporting potential risks identified

  Equality & Diversity

  The post holder will support the equality, diversity and rights of patients, carers and colleagues to include:

• Acting in a way that recognises 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, work load and resources

  Communication:

  The post holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members

• Communicate effectively with patients and carers

• Communicate effectively with Hospital personnel etc., where appropriate

• Recognise 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 responsibilities

JOB TITLE: Practice Secretary

REPORTS TO: Practice Manager

HOURS: 37 hours per week plus holiday/sickness cover

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 over 4 sites. The practice uses System one and Lexicom dictation. You will be part of the secretarial team which is based at our Chaddesden site.

MAIN DUTIES AND RESPONSIBILITIES:

To provide first class secretarial service to the practice and patients.

To ensure efficient processing of referral letters, minutes, practice letters and reports

To ensure preparation and production of document, hospital referrals, etc.

Effectively operate the Choose & Book system.

Ensure an effective system for recording of both hospital and private referrals.

Respond and/or redirect all patient and requests accordingly.

Audit trail for referrals ensuring referral process is completed by clinicians.

To undertake information retrieval for practice/patients best interests as requested.

To work confidentially at all times.

To make appointments, bookings and as required

To minute meeting as requested.

To respond to patients queries in a timely and efficient manner.

To process tasks

To support the practice manager regarding HR

To process responses to complaints

Assist with administration tasks as allocated by the Practice Manager.

Work safely at all times in accordance with Legislative requirements and Practice Policy, Procedures and Protocols.

To have a thorough knowledge of all practice procedures.

The surgery promotes a culture where all members of healthcare team share the responsibility for infection prevention and control. You must comply with the Infection Prevention and Control policy and associated procedures.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.

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 health care 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 health care 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 work place 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.

• Reporting potential risks identified

  Equality & Diversity

  The post holder will support the equality, diversity and rights of patients, carers and colleagues to include:

• Acting in a way that recognises 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, work load and resources

  Communication:

  The post holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members

• Communicate effectively with patients and carers

• Communicate effectively with Hospital personnel etc., where appropriate

• Recognise 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

Qualifications

Essential

• Recognised qualification in wordprocessing

Desirable

• GCSE Mathematics & English (C or above)

Experience

Essential

• Experience of administrative duties

Desirable

• Experience of working with the general public
• Experience of working in a health care setting as a medical secretary

Skills & Personal Qualities

Essential

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Desirable

• System one/ lexicom/ choose & book user skills

Qualifications

Essential

• Recognised qualification in wordprocessing

Desirable

• GCSE Mathematics & English (C or above)

Experience

Essential

• Experience of administrative duties

Desirable

• Experience of working with the general public
• Experience of working in a health care setting as a medical secretary

Skills & Personal Qualities

Essential

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Desirable

• System one/ lexicom/ choose & book user skills

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

Park Medical Practice

Address

Park Medical Practice

Maine Drive

Chaddesden

Derby

DE21 6LA

Employer's website

https://www.parkmedical.org.uk (Opens in a new tab)