Medical Secretary/Reception Support

Ramsbottom Medical Practice is seeking an enthusiastic,organised and motivated Medical Secretary/Reception Support Administrator tojoin our friendly and supportive team.

This is a varied and rewarding role that combines medicalsecretarial responsibilities with reception and administrative support, helpingto ensure the smooth running of the practice and the delivery of excellentpatient care. The successful candidate will be a strong communicator withexcellent organisational skills, a professional and compassionate approach, andthe ability to work effectively in a busy healthcare environment.

This position offers an exciting opportunity to become partof a dedicated team committed to providing high-quality primary care servicesto our local community.

Main duties of the job

The successful candidate will provide comprehensive medicalsecretarial and administrative support to the clinical team, includingprocessing referrals, managing incoming correspondence, typing and formattingclinical documents, maintaining accurate patient records, and completing private work.

In addition, the role will involve supporting the receptionteam with patient enquiries, appointment booking, care navigation, and generaladministrative tasks as required. The post holder will liaise with patients,hospitals, community services and other healthcare professionals, ensuringinformation is communicated accurately and efficiently.

The ability to prioritise workload, maintainconfidentiality, and work flexibly within a busy GP practice environment isessential.

About us

Ramsbottom Medical Practice is a well-established GPpractice committed to delivering safe, effective and patient-centred healthcareto our growing patient population. We are proud of our strong team culture andstrive to provide a supportive and inclusive working environment where staffare valued and encouraged to develop professionally.

Our multidisciplinary team includes GPs, nurses, healthcareassistants, pharmacists, care coordinators, receptionists and administrativestaff who work collaboratively to deliver high-quality care and improve healthoutcomes for our patients.

We are committed to continuous improvement, innovation andexcellent patient service, and we welcome individuals who share our values ofcompassion, professionalism, teamwork and respect.

Job responsibilities

Job Summary

The post holder will provide comprehensive secretarial and administrative support to the clinical team whilst also supporting the reception function of the practice as required.

The role involves managing referrals, processing correspondence, audio/copy typing, liaising with patients and external healthcare providers, and assisting with the smooth day-to-day running of the practice reception service.

The post holder must maintain strict confidentiality at all times and work in accordance with practice policies, NHS guidance, GDPR, and information governance requirements.

Main Duties and Responsibilities

Medical Secretarial Duties

• Provide an efficient secretarial service to GPs and clinicians.
• Process NHS e-Referrals and other referral pathways accurately and promptly.
• Type and prepare clinical correspondence, reports, referrals, and other documentation from audio or written notes.
• Manage incoming and outgoing correspondence, including hospital letters, emails, and clinical documents.
• Private work e.g. Insurance Forms and Medical Reports
• Monitor and action tasks and workflow requests within clinical systems.
• Liaise with hospitals, community services, patients, and external agencies regarding appointments, referrals, and queries.
• Ensure referrals are processed within agreed timeframes and in accordance with clinical urgency.
• Maintain accurate patient records and update clinical systems appropriately.
• Support clinicians with administrative tasks relating to patient care.
• Scan and file documents into patient records in line with practice protocols.
• Handle sensitive information with professionalism and confidentiality at all times.

Reception Support Duties

• Provide reception cover as required.
• Greet patients and visitors in a professional and courteous manner.
• Answer telephone calls efficiently and direct queries appropriately.
• Book, amend, and cancel appointments using the clinical system.
• Process patient registrations and update patient demographic information.
• Respond to patient enquiries both face-to-face and via telephone/email.
• Support patients with online services and practice systems where appropriate.
• Process repeat prescription requests in accordance with practice procedures.
• Maintain the reception and waiting areas to a professional standard.
• Assist with general administrative duties as required.

General Responsibilities

• Maintain confidentiality and comply with GDPR, Data Protection legislation, and practice confidentiality policies.
• Adhere to all practice policies and procedures.
• Participate in mandatory training and continuing professional development.
• Attend staff meetings as required.
• Work collaboratively as part of the wider practice team.
• Support the practice in achieving contractual, quality, and patient care objectives.
• Undertake any other reasonable duties appropriate to the role.

Person Specification

Qualifications

• Qualifications
• GCSEs (or equivalent) including English and Maths.
• Good standard of general education.
• Experience
• Previous administrative or secretarial experience.
• Experience of dealing with the public/customer service.
• Excellent keyboard and IT skills.
• Experience managing confidential information.
• Good typing skills
• Knowledge and Skills
• Excellent communication and interpersonal skills.
• Good organisational and time management skills.
• Ability to prioritise workload effectively.
• Accurate typing and data entry skills.
• Ability to work under pressure in a busy environment.
• Professional and empathetic manner.
• Good working knowledge of Microsoft Office systems.
• Personal Attributes
• Reliable and flexible.
• Team player.
• Professional appearance and manner.
• Ability to maintain confidentiality at all times.
• Previous experience working within a GP practice or NHS setting.
• Knowledge of NHS referral pathways.
• Experience using EMIS Web
• Audio typing experience.
• Understanding of medical terminology.
• Knowledge of NHS confidentiality and information governance requirements.

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.

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