Job description

Job responsibilities

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies. Furthermore, duties can also include supporting the administration and receptionist teams as required.

To assist with SNOMED CT coding of relevant information into patients electronic healthcare records on the clinical system, adhering to the organisations coding policy.

The post-holder will be an integral part of the general practice team.

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:

• Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral
• Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Manage all enquiries in an effective manner
• Maintain an accurate referrals database
• Action all incoming email/accrux messages within a timely manner
• Process incoming letters as requested
• Scan documentation and attach scanned documents to patients healthcare records
• Process referrals using the electronic referral system (ERS)
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Manage all administrative queries as necessary
• Conduct clinical system searches as requested
• Support all clinical staff with general administrative tasks as requested
• Maintain a clean, tidy, effective working area at all times
• Be an integral part of the general practice team
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
• Undertake all mandatory training and induction programmes
• Contribute to and embrace the spectrum of clinical governance
• 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

In addition to the primary responsibilities, the Medical Secretary has the following wider responsibilities:

• Participate in local initiatives to enhance service delivery and patient care
• Produce meeting agendas and record the minutes of meetings
• Support and participate in shared learning
• Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
• Accurately input and code SNOMED CT data on the clinical IT system

Person Specification

Experience

Essential

• Previous experience as a Medical Secretary or Senior Administrator (preferably within the NHS or a clinical setting)
• Proficient in medical audio-typing and terminology.
• Advanced skills in Microsoft Office (Word, Excel, Outlook) and general IT literacy.
• Experience using the Electronic Referral System (e-RS)
• Exceptional verbal and written communication skills with the ability to deal with sensitive information and diverse patient needs.
• Proven ability to manage a busy workload, meet tight deadlines, and work independently.
• A thorough understanding of GDPR and the importance of patient confidentiality.
• Good general education (GCSE Grade C/4 or above in English and Maths).

Desirable

• Experience using SystmOne
• Familiarity with SNOMED CT coding.
• Experience processing Subject Access Requests (SARs) and insurance/legal reports.
• Basic understanding of Safeguarding protocols and Clinical Governance frameworks.

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

Grimston Medical Centre

Address

Congham Road

Grimston

King's Lynn

Norfolk

PE32 1DW

United Kingdom

Employer's website

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

Job description

Job responsibilities

Main Responsibilities

• Undertake new patient health checks
• Support the Practice Nurse with health promotion programmes
• Carry out baseline observations such as pulse oximetry, blood pressure, temperature and pulse rate, recording findings accurately
• Facilitate routine and 24-hour BP monitoring, advising patients accordingly
• Undertake wound care, dressings and other clinical tasks as required
• Support the Practice Nurse with the management of long term conditions
• Carry out BMI checks as directed
• Act as a chaperone as required
• Venepuncture
• Administer injections e.g. B12
• Diabetic foot checks
• Blood sugar checks
• INR
• Spirometry
• Carry out ECGs as requested
• Assist GP with minor surgery clinic
• Ensure specimens are recorded and ready for onward transportation
• Ensure all clinical rooms are adequately stocked and prepared for each session
• Monitor fridges on a daily basis
• Ensure clinical waste is removed from clinical areas and sharps bins replaced in accordance with the organisations IPC policy
• Deliver opportunistic health promotion where appropriate
• Participate in practice audit as directed
• Participate in local initiatives to enhance service delivery and patient care
• Support and participate in shared learning within the organisation

Person Specification

Qualifications

Essential

• Good standard of general education including passes at GCSE or equivalent in English and maths
• NVQ level 3 in Health and Social Care

Experience

Essential

• Experience of working with the public

Desirable

• Experience of working in a GP Practice

Qualities and Attributes

Essential

• Experience of working in a Primary Care environment
• Excellent interpersonal and communication skills
• Able to demonstrate enthusiasm to developing nursing skills
• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement , resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priority
• Ability to work as part of an integrated multi-skilled team
• Pleasant and articulate
• Able to work under pressure
• Able to work in a changing environment
• Able to use own initiative
• Able to adhere to patient confidentiality rules

Desirable

• Experience of using SystmOne
• Experience of Microsoft office software

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Grimston Medical Centre

Address

Congham Road

Grimston

King's Lynn

Norfolk

PE32 1DW

United Kingdom

Employer's website

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