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Thorpewood Medical Group

Medical Secretary

The closing date is 18 July 2025

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Job summary

We are seeking a permanent part time secretary to join our team, following relocation. The successful applicant would ideally have general practice experience, will need to have good communication and customer service skills, be self-motivated and be IT literate. Experience is desirable but not essential. This is an interesting and varied role, working as part of a team in a very busy but friendly and welcoming practice.

Core hours are needed; however, flexible working is key in this role to cover holiday/sickness. The successful applicants need to be able to start at 8am and be able to work as late as 5pm.

Main duties of the job

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

About us

Thorpewood Medical Group is a friendly and supportive GP Surgery looking after 12,500 patients. TMG has several teams including our Partners/GPs; ANPs; Practice Nurses; HCAs; Management Team; Pharmacy Team; IT Team; Secretarial Team and Reception Team.

We also liaise with our local PCN and have support from Physio's and Mental Health Practitioners through the PCN.

Details

Date posted

26 June 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A0221-25-0002

Job locations

Woodside Road

Norwich

Norfolk

NR7 9QL


Job description

Job responsibilities

The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Managing all enquiries in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email

f. Processing calling letters as requested

g. Scanning patient related documentation and attaching scanned documents to patients healthcare records

h. Inputting data into the patients healthcare records as necessary

i. Processing referrals using the electronic referral system (ERS)

j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

k. Coding data on the clinical IT system

l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

o. Maintaining a clean, tidy, effective working area at all times

Supporting all clinical staff with general administrative tasks as requested

In addition to the primary responsibilities, the Medical Secretary may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

Job description

Job responsibilities

The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Managing all enquiries in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email

f. Processing calling letters as requested

g. Scanning patient related documentation and attaching scanned documents to patients healthcare records

h. Inputting data into the patients healthcare records as necessary

i. Processing referrals using the electronic referral system (ERS)

j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

k. Coding data on the clinical IT system

l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

o. Maintaining a clean, tidy, effective working area at all times

Supporting all clinical staff with general administrative tasks as requested

In addition to the primary responsibilities, the Medical Secretary may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

Person Specification

Qualifications

Essential

  • Educated to GCSE in Mathematics and English (C or above)
  • Experience of working with the general public
  • Excellent communication skills (written and oral)
  • Strong IT skills, including typing
  • Clear, polite telephone manner
  • Effective time management (planning and organising)
  • Ability to work as part of a team or autonomously
  • Good interpersonal skills
  • Ability to follow policy and procedure
  • Be polite and confident
  • Be flexible and motivated, a forward thinker
  • Ability to be sensitive and empathetic in distressing situations
  • Ability to work under pressure

Desirable

  • Clinical (SystmOne) IT system user skills
  • Previous GP medical secretary experience
  • Medical terminology training

Other requirements

Essential

  • Flexibility to work outside of core office hours
  • Disclosure and Barring Service (DBS) check
Person Specification

Qualifications

Essential

  • Educated to GCSE in Mathematics and English (C or above)
  • Experience of working with the general public
  • Excellent communication skills (written and oral)
  • Strong IT skills, including typing
  • Clear, polite telephone manner
  • Effective time management (planning and organising)
  • Ability to work as part of a team or autonomously
  • Good interpersonal skills
  • Ability to follow policy and procedure
  • Be polite and confident
  • Be flexible and motivated, a forward thinker
  • Ability to be sensitive and empathetic in distressing situations
  • Ability to work under pressure

Desirable

  • Clinical (SystmOne) IT system user skills
  • Previous GP medical secretary experience
  • Medical terminology training

Other requirements

Essential

  • Flexibility to work outside of core office hours
  • Disclosure and Barring Service (DBS) check

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.

Employer details

Employer name

Thorpewood Medical Group

Address

Woodside Road

Norwich

Norfolk

NR7 9QL


Employer's website

https://www.thorpewoodmedicalgroup.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Thorpewood Medical Group

Address

Woodside Road

Norwich

Norfolk

NR7 9QL


Employer's website

https://www.thorpewoodmedicalgroup.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Operations Manager

Catriona Dack

catriona.dack@nhs.net

01603701833

Details

Date posted

26 June 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A0221-25-0002

Job locations

Woodside Road

Norwich

Norfolk

NR7 9QL


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