• Job Description

  Req#: S0001-24-0029?language=en&page=755&sort=publicationDateDesc

  Job summary

  Taurus Healthcare Ltd are recruiting for a fixed-term Medical Secretary to work at Much Birch Surgery, covering maternity leave.

  This role is for 25 hours per week, however this can be flexible.

  Interviews will be week commencing 6th May 2024.

  Main duties of the job

  The successful candidate will be required to provide general secretarial support to the doctors, practice manager and other healthcare professionals. They should have excellent IT skills and knowledge in the use of Microsoft Office (Word, Excel etc.), as well as audio-typing skills.

  About us

  The Practice is situated midway between Hereford and Ross-on-Wye in the beautiful county of Herefordshire; within easy reach of Cardiff, Bristol, Birmingham and the Brecon Beacons.

  In Much Birch and the surrounding areas there are excellent local schools and ample affordable housing opportunities.Much Birch Surgery:

  Much Birch Surgery:

  • Is a busy rural dispensing Practice at the heart of the community.
  • Is located in the village of Much Birch, between Ross-on-Wye and Hereford city.
  • Covers an area reaching from the edges of Hereford to Ross-on-Wye and extending into the villages of the Golden Valley.
  • Has a list size of circa 5000+ patients.
  • Has a supportive clinical team of 6 GPs, an ACP, practices nurses, HCAs, a physiotherapist, a social prescriber and a pharmacist.
  • Has high QoF achievers.
  • Utilises EMIS web for all patient records this is also across Herefordshire, including Out of Hours.

  We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

  Date posted

  12 April 2024

  Pay scheme

  Other

  Salary

  Depending on experience

  Contract

  Fixed term

  Duration

  9 months

  Working pattern

  Part-time

  Reference number

  S0001-24-0029

  Job locations

  Much Birch Surgery

  Much Birch

  Hereford

  Herefordshire

  HR2 8HT

  
  

  Job description

  Job responsibilities

  Job summary:

  To provide general secretarial support to the doctors, practice manager and health professionals, involving word processing and audio typing skills.

  Job responsibilities:

  • To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, including choose & book, minutes, memorandums, etc. in an accurate and quality manner.
  • To assist the practice manager with all clerical and administrative duties.
  • To make appointments, bookings and admissions as required.
  • To undertake scanning duties as required.
  • To action all incoming emails on admin email.
  • To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
  • To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
  • To retrieve medical records and assist the completion of medical/insurance records.
  • File patient records and correspondence in patient medical records.
  • To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
  • To maintain the computer clinic system in an accurate and secure manner.
  • To assist with the gathering of statistics and information when required.
  • To maintain the call and recall system in liaison with the Lead Nurse and Practice Manager.
  • To provide cover for members of the reception team during periods of sickness and annual leave.
  • In liaison with the reception manager, maintain adequate supplies of office stationery in order to perform secretarial duties.
  • To dispatch mail and maintain a pending system.
  • Record receipt and results of laboratory reports.
  • Pull and file notes for surgeries and updates as necessary.
  • Key in patient identification data to computer. Register new patients, including compilation of patient files.
  • Summarise new patients notes.
  • To deputise in retrieving and returning patients notes
  • To process incoming and outgoing GP2GP
  • Complete templates for computer input.
  • Record messages for doctor, nurse and administrative staff.
  • Process GPR insurance reports
  • Deputise for the Reception Manager in their absence.

  Information

  • Ensure communication systems are running smoothly, and doctors and reception staff are kept fully informed of changes in procedures
  • Assist with production and upkeep of practice procedures i.e. CQC toolkit
  • Manage paperwork systems, including post, internal and external
  • Act as a central source of information

  Building

  • Have a clear understanding of telephone systems, daytime and out of hours
  • Understand security systems

  The above list of duties is not exhaustive and may be subject to change as deemed necessary.

  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 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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

  • Using personal security systems within the workplace according to practice guidelines
  • Carry out weekly fire alarm tests with Reception Manager
  • 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
  • Actively reporting of health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified
  • Demonstrate due regard for safeguarding and promoting the welfare of children.

  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 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 that 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, 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
  • Communicate effectively with patients and carers
  • Recognize peoples needs for alternative methods of communication and respond accordingly

  Contribution to the implementation of services:

  The post-holder will:

  • Update and 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 description

  Job responsibilities

  Job summary:

  To provide general secretarial support to the doctors, practice manager and health professionals, involving word processing and audio typing skills.

  Job responsibilities:

  • To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, including choose & book, minutes, memorandums, etc. in an accurate and quality manner.
  • To assist the practice manager with all clerical and administrative duties.
  • To make appointments, bookings and admissions as required.
  • To undertake scanning duties as required.
  • To action all incoming emails on admin email.
  • To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
  • To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
  • To retrieve medical records and assist the completion of medical/insurance records.
  • File patient records and correspondence in patient medical records.
  • To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
  • To maintain the computer clinic system in an accurate and secure manner.
  • To assist with the gathering of statistics and information when required.
  • To maintain the call and recall system in liaison with the Lead Nurse and Practice Manager.
  • To provide cover for members of the reception team during periods of sickness and annual leave.
  • In liaison with the reception manager, maintain adequate supplies of office stationery in order to perform secretarial duties.
  • To dispatch mail and maintain a pending system.
  • Record receipt and results of laboratory reports.
  • Pull and file notes for surgeries and updates as necessary.
  • Key in patient identification data to computer. Register new patients, including compilation of patient files.
  • Summarise new patients notes.
  • To deputise in retrieving and returning patients notes
  • To process incoming and outgoing GP2GP
  • Complete templates for computer input.
  • Record messages for doctor, nurse and administrative staff.
  • Process GPR insurance reports
  • Deputise for the Reception Manager in their absence.

  Information

  • Ensure communication systems are running smoothly, and doctors and reception staff are kept fully informed of changes in procedures
  • Assist with production and upkeep of practice procedures i.e. CQC toolkit
  • Manage paperwork systems, including post, internal and external
  • Act as a central source of information

  Building

  • Have a clear understanding of telephone systems, daytime and out of hours
  • Understand security systems

  The above list of duties is not exhaustive and may be subject to change as deemed necessary.

  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 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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

  • Using personal security systems within the workplace according to practice guidelines
  • Carry out weekly fire alarm tests with Reception Manager
  • 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
  • Actively reporting of health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified
  • Demonstrate due regard for safeguarding and promoting the welfare of children.

  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 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 that 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, 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
  • Communicate effectively with patients and carers
  • Recognize peoples needs for alternative methods of communication and respond accordingly

  Contribution to the implementation of services:

  The post-holder will:

  • Update and 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

  • GCSE English (or equivalent) grade 4 (C) or above

  Desirable

  • Certificate in AMSPAR; Reception or Customer Service Certificates; RSA Typing or equivalent

  Experience

  Essential

  • Experience of using Microsoft Office

  Desirable

  • Experience of working (or have worked) within a NHS/GP setting
  • Experience of working with EMIS

  Skills & Abilities

  Essential

  • To have good keyboard skills including audio typing
  • To be accurate with the retrieval and input of data
  • To be able to work within a team
  • To have good communication skills
  • To be able to work under pressure
  • To be able to work flexibly within the administration/reception team and your approach to the Practice's requirements
  • To be able to prioritise and have a pro-active approach to your workload

  Desirable

  • Knowledge of medical terminology

  Personal Qualities or Attributes

  Essential

  • Understand the need for confidentiality
  • Keen to resolve problems
  • To carry out workload in a timely, efficient and accurate manner
  • Keen to learn new aspects of working and embrace change
  • Able to take direction from senior staff, but equally to take on own responsibilities
  • To have a caring and understanding nature
  • Confident
  • Ability to liaise with all levels of personnel

  Person Specification

  Qualifications

  Essential

  • GCSE English (or equivalent) grade 4 (C) or above

  Desirable

  • Certificate in AMSPAR; Reception or Customer Service Certificates; RSA Typing or equivalent

  Experience

  Essential

  • Experience of using Microsoft Office

  Desirable

  • Experience of working (or have worked) within a NHS/GP setting
  • Experience of working with EMIS

  Skills & Abilities

  Essential

  • To have good keyboard skills including audio typing
  • To be accurate with the retrieval and input of data
  • To be able to work within a team
  • To have good communication skills
  • To be able to work under pressure
  • To be able to work flexibly within the administration/reception team and your approach to the Practice's requirements
  • To be able to prioritise and have a pro-active approach to your workload

  Desirable

  • Knowledge of medical terminology

  Personal Qualities or Attributes

  Essential

  • Understand the need for confidentiality
  • Keen to resolve problems
  • To carry out workload in a timely, efficient and accurate manner
  • Keen to learn new aspects of working and embrace change
  • Able to take direction from senior staff, but equally to take on own responsibilities
  • To have a caring and understanding nature
  • Confident
  • Ability to liaise with all levels of personnel

  Employer details

  Employer name

  Taurus Healthcare Limited

  Address

  Much Birch Surgery

  Much Birch

  Hereford

  Herefordshire

  HR2 8HT

  
  

  Employer's website

  https://www.herefordshiregeneralpractice.co.uk (Opens in a new tab)

  Employer details

  Employer name

  Taurus Healthcare Limited

  Address

  Much Birch Surgery

  Much Birch

  Hereford

  Herefordshire

  HR2 8HT

  
  

  Employer's website

  https://www.herefordshiregeneralpractice.co.uk (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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