PREVIOUS APPLICANTS NEED NOT APPLY
Job summary
We have an opportunity for an experienced Medical Secretary to join our Clinical Support Services Team.
The post holder will be responsible for a range of duties to include processing referrals to NHS and private health organisations, liaising with health professionals and patients in the process of organising care, undertaking clinical document management, coding of information onto the patient record, processing requests for medical reports, summarising new patient records. This list is not exhaustive and the requirements of the job may develop and change.
The post holder will possess demonstrable experience of communication with patients and practice colleagues. The successful applicant will have previous experience of a medical secretary role within a primary or secondary care setting.
The practice may consider alternative hours for the post but reserves the right to offer 20-24 hours if deemed suitable for the needs of the role.
Shift pattern:
Mon & Tues 11.00am-5.00pm
Thurs & Fri 9.00am-3.00pm
Main duties of the job
A detailed explanation of the role can be found within the Job Description, however the main responsibilities of the role will feature:
-Processing referrals on behalf of the practice clinical team.
-Processing requests for medical reports
-Coding medical information to maintain the patient medical record
-Recall of patients for long term condition review, immunisation, cancer screening and immunisation
-Summarising new patient records
-Liaising with patients at the request of GPs and other healthcare professionals for the purpose of follow up care
-Providing minute taking and meeting support for meetings as required
Overview of your organisation
We are a team of 8 GPs, 6 nursing colleagues and supporting administrative staff, serving a population of 10,000 in the Halesowen area. Halesowen Medical Practice, also known as St. Margaret's Well Surgery, is also a training practice for specialist GP Registrars.
The clinical systems in use include EmisWeb, Footfall, Accurx and Docman.
We operate from a purpose built primary care premises with staff parking.
We have a friendly team with a shared purpose of providing good quality care to our patients.
Person Specification:
Qualifications:
Essential criteria
NVQ Business Administration or Medical Secretary NVC Level 3 or equivalent 5 GCSEs at grade 4 (or equivalent) or above including Maths and English Recognised Microsoft Office Qualification (e.g. ECDL) or relevant experience
Desirable criteria
AMSPAR Health Administration Level 2 or equivalent. AMSPAR Diploma for Medical Secretary Level 3 or equivalent. AMSPAR Medical Terminology Level 2 or equivalent.
Experience:
Essential criteria
Experience of working in a medical secretary role within primary or secondary care. Experience of Information Governance and confidentiality protocols
Desirable criteria
Experience working in a general practice administrative role. Previous clinical document management and clinical coding experience in a general practice setting.
Data Protection Privacy Notice for Candidates applying for work
Introduction:
This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you.
This privacy notice applies to personal information processed by or on behalf of the practice.
This Notice explains
· Who we are, how we use your information and our Data Protection Officer
· What kinds of personal information about you do we process?
· What are the legal grounds for our processing of your personal information (including when we share it with others)?
· What should you do if your personal information changes?
· For how long your personal information is retained by us?
· What are your rights under data protection laws?
The UK General Data Protection Regulation (UK GDPR) became law on 24th May 2016. This is a regulation on the protection of confidential and sensitive information. It entered into force in the UK on the 25th May 2018, repealing the Data Protection Act (1998), being supplemented by the Data Protection Act 2018.
For the purpose of applicable data protection legislation (including but not limited to the UK General Data Protection Regulation (Regulation (UK) 2016/679) (the "UKGDPR"), and the Data Protection Act 2018 the practice responsible for your personal data is Halesowen Medical Practice.
This Notice describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights
This Privacy Policy applies to the personal data collected from Candidates applying for roles within the practice.
How we use your information and the law.
Halesowen Medical Practice will be what’s known as the ‘Controller’ of the personal data you provide to us.
Upon commencement of employment with the company you will be asked to supply the following personal information:
Name, address, telephone numbers, email address, date of birth, national insurance number, bank details, emergency contact information and health information.
The information that we ask you to provide to the company is required by the business for the following reasons:
· In order for us review your application
· In order for us to contact you for interview details
· Comply with appropriate Employment law
· To ensure that we can provide any reasonable adjustments as necessary
We ask that you provide ID for copying to comply with our responsibilities as an employer under section 8 of the Asylum and Immigration Act 1996.
Throughout the application process we will collect data and add to your file i.e. interview scores etc
How do we lawfully use your data?
We need to know your personal, sensitive and confidential data in order to Employ you, under the General Data Protection Regulation we will be lawfully using your information in accordance with: -
Article 6, (b) Necessary for performance of/entering into contract with you
Article 9(2) (b) Necessary for controller to fulfil employment rights or obligations in employment.
This Privacy Notice applies to the personal data of our Candidates.
How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
· Data Protection Act 2018
· The UK General Data Protection Regulation 2016
· Human Rights Act 1998
· Common Law Duty of Confidentiality
· NHS Codes of Confidentiality, Information Security and Records Management
We will only ever use or pass on information about you if others who have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on.
Our practice policy is to respect the privacy of our candidates and to maintain compliance with the UK General Data Protection Regulation (UK GDPR) and all UK specific Data Protection Requirements. Our policy is to ensure all personal data related to our candidates will be protected.
All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. The practice will, if required, sign a separate confidentiality agreement if the client deems it necessary. If a sub-contractor acts as a data processor for Halesowen Medical Practice an appropriate contract (art 24-28) will be established for the processing of your information.
In Certain circumstances you may have the right to withdraw your consent to the processing of data. Please contact the Data Protection Officer in writing if you wish to withdraw your consent. If some circumstances we may need to store your data after your consent has been withdrawn to comply with a legislative requirement.
Where do we store your information Electronically?
All the personal data we process is processed by our candidates in the UK however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.
No 3rd parties have access to your personal data unless the law allows them to do so and appropriate safeguards have been put in place. We have a Data Protection regime in place to oversee the effective and secure processing of your personal and or special category (sensitive, confidential) data.
Who are our partner organisations?
We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations;
- NHS Commissioning Support Units
- Clinical Commissioning Groups
- NHS England (NHSE) and NHS Digital (NHSD)
- Local Authorities
- CQC
- Private Sector Providers providing employment services
- Other ‘data processors’ which you will be informed of
You will be informed who your data will be shared with and in some cases asked for consent for this happen when this is required.
We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure. All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. If a sub-contractor acts as a data processor for Halesowen Medical Practice an appropriate contract (art 24-28) will be established for the processing of your information.
How long will we store your information?
We are required under UK tax law to keep your information and data for the full retention periods as specified by the UK Employment legislation as below
Business Function
Examples of documents
Retention Period
Training records
Current year plus 2 years
Candidate application forms/CVs and archiving documentation (of applicants who aren’t successful)
6 months post-date of recruitment decision
DBS data
6 months post-date of check
Job Types: Part-time, Permanent
Pay: £12.25-£13.00 per hour
Expected hours: 20 – 24 per week
Benefits:
- Company pension
- On-site parking
Ability to commute/relocate:
- Halesowen B63 4WD: reliably commute or plan to relocate before starting work (required)
Experience:
- Medical Secretary: 1 year (preferred)
Location:
- Halesowen B63 4WD (preferred)
Work Location: In person
Application deadline: 13/06/2025
Reference ID: CSSO 03/06/25