Due to a member of the team relocating, an opportunity has arisen for an enthusiastic individual to join our established Medical Secretary team at Leatside Surgery.
This is a permanent position (up to 26.5 hours per week, part-time, hours to be confirmed with the successful candidate) and will be a varied role, with the opportunity to learn new skills and develop existing ones.
The team comprises three Medical Secretaries, working in a fast-paced environment providing secretarial services to the clinical team.
A full job and person specification is attached.
Main duties of the job
To provide a full and efficient secretarial service to the Doctors and Practice clinicians. This will include audiotyping and ensuring that all documentation (for example, referral forms) is produced to an excellent standard. Ensure all information is secure and confidentiality of information is always maintained. Provide excellent customer care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy. Ensure the professional image of Leatside Surgery is always maintained. About us
Leatside is a purpose-built surgery located in the flourishing market town of Totnes, with a current patient list size of just over 15,000. We pride ourselves on being a supportive and enjoyable place to work, with the practice culture at the heart of what we do. In May 2019 we were once again awarded an outstanding rating by the CQC. We are fully computerized using SystmOne from April 2022 as our clinical system. We are a training practice, with two GP Registrars, an F2, medical students, student nurses, and paramedics. The surgery is also host to the community nursing and community mental health teams. For further information please contact medical secretary team leader, Sarah Rea on 01803862671 or email sarah.rea@nhs.net. Candidates will be shortlisted and invited to interview from 05/02/2025. Interviews will be scheduled for 13/02/2025. Job responsibilities
JOB DETAILS Job title:
Medical Secretary Responsible to:
Team leader JOB PURPOSE To provide a full and efficient secretarial service to the Doctors and Practice clinicians. Ensure all information is secure and confidentiality of information is maintained at all times. Provide excellent patient care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy. Ensure the professional image of Leatside Surgery is maintained at all times. DIMENSIONS The post holder will be expected to attend/complete mandatory training - e.g., Health & Safety, Information Governance, Equality and Diversity, Fire Training to comply with current regulations and surgery shut down sessions. To be flexible and adaptable to the needs of the secretarial team. The post holder will be expected to multi-task and prioritize. KEY WORKING RELATIONS The post holder must establish effective working relations with individuals within and external to the organization to ensure an efficient service for patients. KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES Ensure that all tasks are completed in a timely manner, paying particular attention to accuracy and presentation. Prioritize workload appropriately e.g., two week wait referrals etc. Ensure accurate patient information is recorded whilst using the clinical system in line with Information Governance policy. Follow team protocols. Update the Secretaries manual when protocols/pathways change. 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. Effectively manage own time, workload, and resources. Assist with new clinicians' induction in regard to Lexacom/referral processes. 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, 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. Human Resources To comply with Practice HR policies and procedures generally and particularly: To undertake an annual appraisal with the post holder's line manager. To undertake mandatory training in line with Practice policy. To develop and maintain a personal learning plan, providing feedback to the team from any relevant learning activity and feedback to the line manager regarding the usefulness of learning activities undertaken. Identify any learning needs. Personal/Professional Development The post holder will participate in any training program 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. To ensure all relevant Practice policies are observed personally and within the administrative team, particularly: Health and safety and fire policy. Loan worker, infection control and other policies intended to reduce the possibility of harm to Practice employees, patients, and visitors. Complaints procedure. Major incident plan. Service Management To attend mandatory training afternoons and team meetings when required. The details contained in this Job Description are not exhaustive and may change as the post develops. Person Specification
Qualifications
Good standard of general education to include GCSE in English and Maths or equivalent. Experience
Computer literacy, including a working knowledge of relevant programs, such as Word and Excel. An understanding of patient care and the ability to work with sensitive and confidential information. Ability to work both independently and as part of a team. Self-motivated with the ability to use your own initiative. Ability to maintain strict confidentiality and deal with the public in a sensitive way. Excellent attention to detail. Exceptional organizational skills and ability to prioritize. Willingness to embrace new ways of working/changes. Medical secretary or general practice experience. Experience of patient care and the ability to work with sensitive and confidential information. Knowledge of medical terminology. Experience or knowledge of the surgery IT systems (electronic referral service (eRS), SystmOne, Adastra, Microsoft Office, Lexacom, and Practice Index). 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. £12.31 an hour Agenda for change terms and conditions.
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To provide a full and efficient secretarial service to the Doctors and Practice clinicians. This will include audiotyping and ensuring that all documentation (for example, referral forms) is produced to an excellent standard. Ensure all information is secure and confidentiality of information is always maintained. Provide excellent customer care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy. Ensure the professional image of Leatside Surgery is always maintained. About us
Leatside is a purpose-built surgery located in the flourishing market town of Totnes, with a current patient list size of just over 15,000. We pride ourselves on being a supportive and enjoyable place to work, with the practice culture at the heart of what we do. In May 2019 we were once again awarded an outstanding rating by the CQC. We are fully computerized using SystmOne from April 2022 as our clinical system. We are a training practice, with two GP Registrars, an F2, medical students, student nurses, and paramedics. The surgery is also host to the community nursing and community mental health teams. For further information please contact medical secretary team leader, Sarah Rea on 01803862671 or email sarah.rea@nhs.net. Candidates will be shortlisted and invited to interview from 05/02/2025. Interviews will be scheduled for 13/02/2025. Job responsibilities
JOB DETAILS Job title:
Medical Secretary Responsible to:
Team leader JOB PURPOSE To provide a full and efficient secretarial service to the Doctors and Practice clinicians. Ensure all information is secure and confidentiality of information is maintained at all times. Provide excellent patient care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy. Ensure the professional image of Leatside Surgery is maintained at all times. DIMENSIONS The post holder will be expected to attend/complete mandatory training - e.g., Health & Safety, Information Governance, Equality and Diversity, Fire Training to comply with current regulations and surgery shut down sessions. To be flexible and adaptable to the needs of the secretarial team. The post holder will be expected to multi-task and prioritize. KEY WORKING RELATIONS The post holder must establish effective working relations with individuals within and external to the organization to ensure an efficient service for patients. KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES Ensure that all tasks are completed in a timely manner, paying particular attention to accuracy and presentation. Prioritize workload appropriately e.g., two week wait referrals etc. Ensure accurate patient information is recorded whilst using the clinical system in line with Information Governance policy. Follow team protocols. Update the Secretaries manual when protocols/pathways change. 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. Effectively manage own time, workload, and resources. Assist with new clinicians' induction in regard to Lexacom/referral processes. 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, 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. Human Resources To comply with Practice HR policies and procedures generally and particularly: To undertake an annual appraisal with the post holder's line manager. To undertake mandatory training in line with Practice policy. To develop and maintain a personal learning plan, providing feedback to the team from any relevant learning activity and feedback to the line manager regarding the usefulness of learning activities undertaken. Identify any learning needs. Personal/Professional Development The post holder will participate in any training program 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. To ensure all relevant Practice policies are observed personally and within the administrative team, particularly: Health and safety and fire policy. Loan worker, infection control and other policies intended to reduce the possibility of harm to Practice employees, patients, and visitors. Complaints procedure. Major incident plan. Service Management To attend mandatory training afternoons and team meetings when required. The details contained in this Job Description are not exhaustive and may change as the post develops. Person Specification
Qualifications
Good standard of general education to include GCSE in English and Maths or equivalent. Experience
Computer literacy, including a working knowledge of relevant programs, such as Word and Excel. An understanding of patient care and the ability to work with sensitive and confidential information. Ability to work both independently and as part of a team. Self-motivated with the ability to use your own initiative. Ability to maintain strict confidentiality and deal with the public in a sensitive way. Excellent attention to detail. Exceptional organizational skills and ability to prioritize. Willingness to embrace new ways of working/changes. Medical secretary or general practice experience. Experience of patient care and the ability to work with sensitive and confidential information. Knowledge of medical terminology. Experience or knowledge of the surgery IT systems (electronic referral service (eRS), SystmOne, Adastra, Microsoft Office, Lexacom, and Practice Index). 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. £12.31 an hour Agenda for change terms and conditions.
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