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CUMBERLAND HOUSE

Medical Secretary

The closing date is 29 September 2025

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Job summary

We are looking for an organised and experienced Medical Secretary to join our busy GP surgery team.

The ideal candidate will have a strong understanding of medical terminology, excellent interpersonal skills and be proficient in the EMIS clinical system.

You will 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).

Main duties of the job

Transcribing and typing clinical correspondence, including referral letters, dictations, and medical reports.

Managing incoming and outgoing communications, such as emails, telephone calls, and post, with sensitivity and confidentiality.

Liaising and having good communication with hospital departments, external agencies, and other healthcare providers to coordinate appointments and convey information promptly.

Maintaining accurate and up-to-date patient records using the clinical system (training provided if required).

Assisting clinicians with administrative tasks, including managing diaries, chasing test results, and arranging meetings.

Ensuring all correspondence is actioned and filed in a timely manner.

Supporting the wider reception and administrative teams as needed during busy periods or staff absences.

About us

Our surgery is committed to providing outstanding healthcare to our community. We strive for excellence in all aspects of patient care and administration, and our staff work collaboratively to ensure every patients journey is as smooth and positive as possible. You will be part of a well established, vibrant and supportive team.

Details

Date posted

15 September 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A0374-25-0005

Job locations

8 High Street

Stone

Staffordshire

ST15 8AP


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. Manage all enquires in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming appropriate tasks

f. Process calling letters as requested

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

h. Input data into the patients healthcare records as necessary

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

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

k. code data on to the clinical system

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

m. Manage all administrative queries as necessary

n. Carry out system searches as requested

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

p. Support 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. Manage all enquires in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming appropriate tasks

f. Process calling letters as requested

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

h. Input data into the patients healthcare records as necessary

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

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

k. code data on to the clinical system

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

m. Manage all administrative queries as necessary

n. Carry out system searches as requested

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

p. Support 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 level or equivalent

Desirable

  • GCSE Mathematics & English (C or above)
  • NVQ Level 2 in Health and Social Care

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Experience of working in a health care setting as a medical secretary

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills, including audio typing
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • EMIS user skills
  • Effective time management (Planning & Organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving & analytical skills
  • Ability to follow policy and procedure
Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent

Desirable

  • GCSE Mathematics & English (C or above)
  • NVQ Level 2 in Health and Social Care

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Experience of working in a health care setting as a medical secretary

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills, including audio typing
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • EMIS user skills
  • Effective time management (Planning & Organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving & analytical skills
  • Ability to follow policy and procedure

Employer details

Employer name

CUMBERLAND HOUSE

Address

8 High Street

Stone

Staffordshire

ST15 8AP


Employer's website

https://www.cumberlandhouse.org.uk (Opens in a new tab)

Employer details

Employer name

CUMBERLAND HOUSE

Address

8 High Street

Stone

Staffordshire

ST15 8AP


Employer's website

https://www.cumberlandhouse.org.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Tory Warrilow

tory.warrilow@staffs.nhs.uk

01785813538

Details

Date posted

15 September 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A0374-25-0005

Job locations

8 High Street

Stone

Staffordshire

ST15 8AP


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