Secretary

Job description

Job responsibilities

To provide general secretaries support to clinicians involving word processing and audio typing skills with general clerical work.

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Job Responsibilities

• To provide an efficient audio, copy typing and service for Clinicians and Health Professionals as required. This includes the typing of letters, reports, patient referrals, emails, etc in an accurate and quality manner.
• To make appointments, bookings and admissions as required.
• 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 an efficient and pleasant manner in order to facilitate timely and appropriate communications with others, taking messages and forwarding accurately to the correct person in the Primary Health Care Team and dealing with appropriate queries
• Maintain the computer clinical system in an accurate and secure manner.
• Maintain appointment system; liaise with GPs and other staff as necessary.
• To assist with the gathering of statistics and information when requires.
• To receive and dispatch mail and maintain a pending system
• Photocopying/emailing/faxing/filing as requested
• Scanning of documents efficiently
• To manage process for deducting deceased patients
• Any other duties as appropriate to the post as requested by the Office Manager/Practice Manager/Partners

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 outline 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 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 of the business of the practice may only be divulged to authorised persons inn accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and Safety:

The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy, to include:

Using personal security systems within the workplace 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 and Diversity:

The post holder will support the equality, diversity and rights of patients, careers 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 which is welcoming to and of the individual, is non judgemental 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.

Participating in monthly Protected Time training on various subjects as deemed appropriate by the Practice.

Any other training identified by the Practice Manager as necessary for the progression of the individual or the Practice.

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 won 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:

Apply Practice policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect own work.

Person Specification

Qualifications

• GCSE grade A to C in English and Maths
• Good working knowledge of medical terminology or the ability to learn clinical terms quickly

• Typing skills

Experience

• Be able to use Microsoft Office (word, excel, outlook)

• experience of working in a GP practice

Knowledge and Skills

• Good working knowledge of medical terminology
• Be able to provide clear, polite verbal and written communication skills for dealing with patients and doctors,
• Teamwork, flexible team player able to work under pressure

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

GP Practice in Wales

Address

Pendre Surgery

Coleshill Street

Holywell

FLINTSHIRE

CH8 7RS

United Kingdom

Employer's website

https://gpwales.co.uk