TRELOAR TRUST
JOB DESCRIPTION
POST:
MEDICAL SECRETARY
ACCOUNTABLE TO:
Nurse Manager
RESPONSIBLE TO:
Nurse Manager
LOCATION:
TRELOAR HEALTH CENTRE
JOB PURPOSE:
To provide an efficient and comprehensive secretarial service to the Health Centre, including
the General Practitioners and Nurse Manager. Work may also be required to support visiting
consultants and other staff e.g. Dieticians working within the Health Centre. The post holder
is responsible for organising their own workload on a day-to-day basis and responding to the
requirements of this service. To work in close co-operation with the medical, nursing and
other staff within the Trust; to ensure the smooth running of the Health Centre
RESPONSIBILITIES:
Treloar School and College are independent providers of specialist education, care and
therapy to students with highly complex physical, neurological and learning difficulties.
KEY TASKS
 To provide a full secretarial service to the GPs and Nurse Manager
 To act as central co-ordinator between the GP, Health Centre, Therapy Departments,
care and teaching staff.
 To organise, manage and prioritise own workload
 To make hospital and other ancillary health care appointments
 To maintain accurate student records, including contacting previous GPs and
Consultants for information and notes. For Day Students, this includes contacting
current GPs for information
 To proactively arrange medical and associated assessments and maintain electronic
systems for forward planning
 To maintain accurate and detailed medical records. This includes logging the
number and type of appointment, vision, dental hygiene, podiatry and vaccinations
 To arrange agreed clinics for visiting consultants and external health care
Professionals, ensuring the smooth running of the clinics
 To arrange appropriate x-rays and test results are available from hospitals for GPs
and appropriate clinic;
 To provide updated information/lists for key issues, including allergy, epilepsy, class
lists, house lists
 To transcribe notes resulting from GP and consultant clinics promptly and
accurately
 To open and prioritise incoming mail and action appropriately, e.g. making
appointments, filing, photocopying, liaising with parents and staff;
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To organise associated elements of appointments, including transport, escorts and
liaison with parents
To support completion of student forms/letters for example, Incapacity Benefits,
Fitness to Fly, information re disability, sports, etc
To use Microsoft email and calendar, electronic diary management, all supporting
departmental activity;
To support the preparation of reports, including Clinical Governance, Reports for
Governors
To manage medical files and reports for student joiners and leavers, preparing
reports/letters for transfer of care;
To co-ordinate GP clinics;
To act as point of liaison for the designated medical officers for Treloar Trust;
To ensure that all filing is kept up-to-date and ensure that records are maintained in a
tidy fashion;
To photocopy and fax documents as required and to perform other clerical duties as
may be required;
To maintain patient confidentiality and adhere to Trust guidelines at all times;
To ensure equipment is maintained and is used in a safe and proper manner and that
any defects, accidents or undue occurrences are correctly reported and action taken
as soon as possible;
To develop and maintain good working relationships with staff in other departments
within the organisation;
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Other duties
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To support the Trust in safeguarding and protecting the welfare of all students.
To comply with policies and procedures relating to safeguarding, health and safety,
equality and diversity, confidentiality and data protection, reporting concerns to an
appropriate person.
To maintain and develop own professional knowledge and awareness.
To undertake any other such duties or general tasks and hours of work as may
reasonably be required and any other responsibilities, which may from time to time,
be delegated by your manager.
A job description is not a rigid or inflexible document but acts to provide guidelines to
the duties expected while in the post.
This job description will be reviewed and amended in the light of changing
professional demands.
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January 2016
Person Specification – Medical Secretary
MINIMUM
Qualifications
 NVQ/QCF Level 3 or equivalent level of
knowledge of office procedures
 RSA Level 3 or equivalent level of knowledge
of software programmes
 Good General Education
DESIRABLE

Medical Secretary Qualification
Skills and Knowledge
 Advanced keyboard/touch typing skills
 Demonstrate audio typing skills
 Familiarity with Microsoft Office packages
including Excel and Mailmerge
 Demonstrable ability to prioritise effectively
 Ability to use own initiative within sphere of
responsibility
 Minute taking skills
 Evidence of good communication skills, both
verbal and written
 Demonstrated ability at exercising tact and
diplomacy
 Demonstrated ability to analyse situations
and to provide a resolution
 Ability to work on own initiative
Experience
 Recent previous experience within a
healthcare or education setting
 Recent previous experience of working within
a customer focused environment
 Recent previous experience of arranging
meetings for others and diary management
Personal qualities
 A commitment to promoting and
safeguarding the welfare of students
Physical Requirements (Use this section if
appropriate e.g. Care
TRELOAR TRUST IS COMMITTED
TO SAFEGUARDING CHILDREN, YOUNG PEOPLE AND VULNERABLE ADULTS
All successful candidates will be subject to a DBS Check along with other relevant employment
checks
BOTH THE JOB DESCRIPTION AND THE PERSON SPECIFICATION ARE SUBJECT TO THE
TRUST'S EQUAL OPPORTUNITIES POLICY