Total 5 Administrative / Clerical job vacancies in HUNTINGDON, PE29 7AB

Medical Secretary - primary role to provide effective secretarial and administrative support to the practice team. All tasks should be carried out in accordance with practice policies and procedures. Responsibilities a. Provide accurate secretarial services to doctors and other members of the clinical team, including: i. Creation of referrals following the clinical pathways. ii. Typing patient referrals. iii. Typing reports. iv. Typing letters and other correspondence. v. Send email or advice & guidance messages when appropriate. vi. Arranging death certificates and cremation forms for deceased patients. b. Provide accurate secretarial services to the management team, including: i. Typing reports and business documents. ii. Typing letters. iii. Typing and desktop publishing of information and promotional materials. c. Be familiar with and confident in the use of Choose and Book & ERS software. d. Create and maintain a filing and recording system for referrals and other correspondence. e. Liaise with hospitals and clinics to arrange urgent/emergency appointments and admissions. f. Process incoming and outgoing mail via ERS, Choose & Book & Emails. g. Ensure outgoing post is franked and the franking machine kept in credit. h. Attend and participate in practice and administrative team meetings. i. Attend hospital led meetings regarding the referral system on a regular basis. j. Assist the reception and administrative team with reception duties as required, including: i. Respond to patients questions, queries and requests at the reception desk and by telephone. ii. Make appointments over the telephone or in person. iii. Handle requests for emergency appointments and consultations. Communication Requirements a. This job involves contact with patients, the public, and staff from other healthcare providers, in addition to day-to-day communications with colleagues throughout the practice team. Therefore the role requires: i. Excellent communication and customer care skills and a friendly, polite manner both on the telephone and face-to-face. ii. Excellent written communication skills, including accuracy and clarity, to ensure typed documents are accurate and easy to understand. Competence and Professional Development a. This role requires the following competence and commitment to continuing professional development (CPD). b. A secretarial or administrative qualification at the equivalent of NVQ level 2 or higher. c. Evidence of understanding of medical terminology, either from a course, a qualification (eg medical secretarial) or experience. d. Participation in annual appraisal and personal development planning and six-monthly review. e. Undertake training and development as agreed with the line manager at appraisal and six-monthly review time during the working day will be provided for this. Confidentiality The post holder must maintain the confidentiality of information about patients, staff and other health service providers at all times. The work is of a confidential nature and information gained must not be communicated to other persons except in the recognised course of duty. Flexibility This job description is intended to provide an outline of the main responsibilities only, the post holder will need to be flexible in developing the role and work closely with the Lead Receptionist. Equal Opportunities The practice is committed to Equal Opportunities in employment and seeks to eliminate unlawful racial, sexual or disability discrimination, to promote equality of opportunity and promote good relations between staff. Skills and Qualifications Basic numeric and literacy GCSE/GCE or equivalent Computer literate ECDL or CLAIT Smoking The practice actively discourages smoking; it is against the law to smoke within the practice. Health and Safety The post holder must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) to ensure that the agreed procedures are carried out to maintain a safe environment for patients, visitors and staff. Contribution to the Implementation of Services The post holder will apply practice policies, standards and guidance and discuss with other members of the team how they affect their own work. Other Information The post holder will work at both sites, Charles Hicks Centre and Roman Gate Surgery. The job description will change by mutual agreement, in such instances the post holder will be issued with an amendment or given a new job description

Key Tasks & Responsibilities Duties will include co-ordinating and preparing repeat prescriptions for our Patients, data entry onto Patient records and Patient and Pharmacy liaison. The tasks and responsibilities to be undertaken may include any or all of the items in the following lists, dependent on current and evolving practice workload and staffing levels: Work with our GPs to provide a responsive repeat prescription service delegated to the Prescription team as appropriate. Delivering the technical aspects of prescription preparation to ensure the safe prescribing of medicines. Delivering an efficient prescription service and ensuring service targets are met and errors are minimised. Comply with legal and professional requirements, accepted guidance on professional practice, and with safe systems of work for re-authorising repeat prescriptions. Run analysis reports and gather information from a variety of sources for continuous improvement, safe management of repeat prescriptions, and to co-ordinate medication reviews or changes. Liaise with pharmacies on the supply of prescribed drugs, alert our clinicians of any supply issues and forward information on the recommended alternatives. Expedite urgent prescriptions to help ensure a safe and responsive service for our Patients. Respond to enquiries from Patients, carers, secretaries, NHS administrators, Consultants or the Medicines Management Team in a courteous, timely and efficient manner, by telephone, letter and email, occasionally face-to-face and maintain precise records of the communications. Provide an efficient administration service as part of a Team to ensure the smooth running of the prescription support to our clinicians. Post, email or text message via Accurx, written correspondence as appropriate to deliver the requested correspondence in a timely manner, and ensure this is recorded in the Patient record. Ensure you are keeping Patient information updated and that Patient information is secure /kept confidential at all times. Maintain accurate Patient records promptly and quickly - entering data in accordance with reporting requirements. Keep up to date with the Practices formulary and the National restricted drugs list. Bring any queries to the attention of the relevant doctor, to include under and over usage. Issue nursing supplies e.g. dressings, catheters if advised by a suitably trained nurse/ supplier. On the doctors instructions, inactivate drugs that have never been issued or have not been issued for a specified period of time. Liaise with external Pharmacy services and patients as necessary to resolve queries. Build good working relationships with local Pharmacies to help enable our prescription service. Check emails regularly and deal with them appropriately. Create tasks and assist Clinicians in managing document workflow relating to prescriptions. Establish and maintain filing and administrative systems so that written or computerised information is easily accessible and secure. Ensure regular audits of prescription supplies (FP10s) and record findings, reporting and anomalies to the Prescribing lead. Escalate any problems to your line manager or practice manager that you need support with. Provide cover for members of the Prescription team during periods of sickness and annual leave. Undertake training as requested to support safe and effective services for the Practice. Carry out any other duties as may reasonably be requested by the GPs/practice manager/line manager.

For more details on the main responsibilities please refer to the attached Job Description and Person Specification.

Join Our Respiratory Team: Where Your Skills Make a Difference!

We are seeking a self-motivated, flexible, and hardworking individual to become an integral part of our busy Respiratory department.

What We’re Looking For:
• Previous secretarial experience, especially in a healthcare setting.
• Strong communication skills, both written and oral, and the ability to liaise effectively with colleagues at all levels.
• Proficiency in IT packages, including MS Office, and the ability to work efficiently, accurately, and confidentially.

Why This Role?The role of Medical Secretary in our Respiratory department is both interesting and varied, offering you the chance to develop your skills in a supportive environment. If you're ready to take on a role where your work truly matters, we want to hear from you!

Apply todayand become a vital part of our team!
• Provide essential secretarial support to Consultants, including audio typing, clinic preparation, and handling telephone inquiries.
• Manage daily workloads and assist in the timely management and validation of patient pathways and waiting lists.
• Serve as a key point of contact for patients, specialty teams, and other departments, ensuring smooth communication and coordination.

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.

As part of our commitment to supporting our employees we offer a range of benefits including:
• Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff);
• Membership of the NHS Pension Scheme:
• Flexible working opportunities;
• Enhanced hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
• Opportunities for career development and training to help you progress in your role;
• Wellbeing support and activities to promote a healthy work environment;
• Access to our in-house physiotherapy service;
• On-site canteens offering subsidised meals;
• Subsidised staff parking (currently free);
• Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.

For more details on the main responsibilities please refer to the attached Job Description and Person Specification.


This advert closes on Tuesday 19 Nov 2024

Please see the attached job description and person specification for further information relating to this role. **If you are and overseas candidate wishing to apply and would require sponsorship, you can determine the likelihood of obtaining a CoS for this post by assessing your circumstances against criteria specified on the gov.uk website**