JOB OVERVIEW

We are seeking a dedicated and organised Medical Secretary to join our healthcare team. The ideal candidate will play a crucial role in ensuring the smooth operation of our medical practice by providing administrative support to healthcare professionals and facilitating effective communication between patients and staff. This position requires a keen attention to detail, excellent organisational skills, and the ability to handle sensitive information with discretion.
If you are passionate about contributing to a healthcare environment and possess the necessary skills, we encourage you to apply for this rewarding opportunity as a Medical Secretary.

JOB SUMMARY

Shires Health Care are looking to recruit an experienced, enthusiastic person to join the practice team as a Medical Secretary who will also provide cover on reception when needed.
This is an extremely busy role that requires hard work and the ability to multitask. The ideal candidate would have experience of using SystmOne, good knowledge of medical terminology and have worked as a medical secretary in the NHS.
You will need to be able to deal with multiple different demands on your time, be able to prioritise to ensure all tasks are completed in an accurate and timely manner, have excellent customer service skills and be a team player. You should be able to work flexibly in the absence of colleagues.
32 hours per week over 4 days. No weekend working. 5 weeks paid holiday, plus bank holidays. NHS Pension scheme available.

ABOUT US

Shires Health Care is a friendly well established (circa 1948) practice with 16,000 patients covering 2 sites, in Shirebrook and Church Warsop. We are committed to delivery high-quality patient-centred primary care to our diverse community. Our dedicated team of GP’s, nurses and support staff work collaboratively to provide comprehensive healthcare services. The team are committed to working together in a happy, supportive working environment. We strive to maintain a supportive environment for patients, embracing innovation and ongoing professional development to meet the evolving needs of our patient population.

EXPERIENCE

· Essential:
· Proven experience in a medical secretary or similar administrative role, preferably within a healthcare setting
· Excellent organisational and multitasking skills, with the ability to manage competing priorities
· Strong communications skills, both written and verbal, with a professional telephone manner
· Proficient in using clinical IT systems, SystmOne, Microsoft Office, and electronic patient record software
· Discretion and understanding of confidentiality and data protection legislation.
· Ability to work effectively both independently and as part of a multidisciplinary team
· Flexible and adaptable approach to work
· Educated to GCSE level or equivalent
· GCSE Mathematics and English (C or above)

MAIN DUTIES AND RESPONSIBILITIES:

· Provide comprehensive administrative support to GPs and clinical staff, ensuring smooth day-to-day running of the practice.
· Manage patient appointments, including booking, rescheduling, and cancellation via telephone and electronic systems, including the choose and book system.
· Maintain and update patient records accurately and confidentially in line with GDPR and NHS guidelines.
· Receive and direct incoming calls, queries, and messages efficiently, providing excellent customer service to patients and staff.
· Liaise with external agencies, hospitals, and community services regarding patient referrals and information requests.
· Ensure confidentiality and data protection policies are always strictly adhered to.
· Undertake general office duties to support team efficiency
· The ability to prioritize daily work to ensure all tasks are completed promptly
· Workflow support with appropriate coding
· Excellent customer service skills, both over the phone and face-to-face.
· Positive attitude

JOB RESPONSIBILITIES

As part of the medical secretarial team, you will play a vital role in supporting clinical staff by managing administrative tasks efficiently to ensure the smooth operation of the practice. You will be responsible for managing correspondence, patient records, and appointment booking through the practice’s clinical system and external systems, such as ERS. Acting as a key point of contact for patients and healthcare professionals.

KEY RESPONSIBILITIES:

· Provide comprehensive secretarial and administrative support to GPs and clinical staff
· Facilitate incoming calls, patient enquiries, and correspondence professionally and confidentially
· Maintain accurate patient records, ensuring compliance with data protection and NHS guidelines
· Prepare, type, and distribute medical correspondence, referrals, and reports.
· Liaise with hospitals, community services, and external agencies regarding patient care and referrals
· Support clinical coding and data entry/collection to assist in audits and performance monitoring
· Undertake general office duties
· Ensure patient confidentiality and adhere to all relevant policies and procedures
· Have a thorough knowledge of all practice procedures and policies
· Work in accordance with written protocols
· Offer flexible cover for other staff sickness and annual leave
· Answering the telephone, taking messages and passing them on appropriately