Job summary
Medical Secretary
Full Time to Part Time Medical
Secretary required.
We
are a friendly GP practice based in Gloucester looking for a medical secretary
to join our admin team. Candidates will need to be computer literate with excellent
communication skills, passionate about working in the NHS and helping to
support the local community.
You will be self-motivated and
willing to help out in other areas of the practice, as required.
The
successful candidate will be based over 2 sites, working in a friendly and
supportive admin team. Ideally the candidate should have experience of working
in a similar role within a GP practice, have knowledge and be competent in
using word, excel and email.
Please
send CVs to ann.rebello@nhs.net
Closing date: 3rd
June 2025
Interview date: TBC
Gloucester Health Access Centre & Matson Lane Surgery
Quayside House
Quay Street
Gloucester
GL1 2TZ
Main duties of the job
Duties specific to role
- To provide an efficient copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, dealing with medical reports, patient referrals, minutes etc. in an accurate and quality manner.
- To deal with incoming and outgoing correspondence: paper and electronic.
- To take minutes of meetings
- To make referrals electronically and by paper if required.
- To assist the practice team with clerical and administrative duties (see below).
- To make appointments, bookings and admissions as required.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To maintain the computer clinical system in an accurate and secure manner.
About us
You will be required to be immunised
in compliance with Green Book (link attached) and NHS recommendations for your
role (unless medically exempt).
G DOC LTD is owned by all the GP Practices in Gloucestershire; the
Practices are our shareholders.
We operate on a not-for-profit basis: any profits are redistributed into
primary care in Gloucestershire.
We are a limited company run by a Board of Directors, most of whom are experienced
local GPs.
We run a number of GP practices, as well as some other services for the
whole county.
In Gloucester we run 9,500 patients at Gloucester Health Access Centre/Matson
Lane (9,500 patients) and Partners in
Health (12,400).
In the Forest of Dean, we run two practices, both of which are
dispensing: Lydney (7,500 patients), and Blakeney (3,200 patients).
Our countywide services include:
G DOC is running a Covid Medicines Service to help and support the
high-risk patients in Gloucestershire.
Over 17,000 primary care appointments each year at Gloucester Health
Access Centre for patients who may need to be seen the same day when their own
practice is already full, or who do not have a registered GP. GHAC is open
8am8pm, 365 days a year.
For more details visit our website
Job description
Job responsibilities
Job Description: Medical Secretary
Main duties of the role
To provide secretarial and administrative support to the practice team.
To project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Undertake a variety of administrative duties to assist in the smooth running of the practice.
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.
Previous experience in a role that includes secretarial duties is essential.
Reports to: Lead Adminstrator
Duties specific to role
- To provide an efficient copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, dealing with medical reports, patient referrals, minutes etc. in an accurate and quality manner.
- To deal with incoming and outgoing correspondence: paper and electronic.
- To take minutes of meetings
- To make referrals electronically and by paper if required.
- To assist the practice team with clerical and administrative duties (see below).
- To make appointments, bookings and admissions as required.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To maintain the computer clinical system in an accurate and secure manner.
- To assist with the gathering of data when required.
- To provide cover for members of the secretarial team during periods of sickness and annual leave
- Work across all G DOC platforms
Administrative Team duties with which you may be asked to assist:
o Document Management and scanning.
o Medical Reports Administration
o Coding of Medical correspondence
o Supporting QOF and other performance indicators and contractual requirements
o Recalls and sending invites for LTC reviews, childhood vaccinations etc
o GP2GP. Monitoring incoming tasks, assigning any that are not already assigned to a member of the team.
o Dealing with online access requests / queries.
o Referrals - raising referrals, dealing with referral queries from patients
o Patient requests for information (including Subject Access Requests), and medical reports.
o Links to Primary Care Support England, dealing with patient requests, urgent enquiries and patient list validation.
o Submitting claims (including CQRS, PHES, GCCG, FP34), liaising with the FOD, PCN monitoring IIF.
Working conditions
Frequent, prolonged VDU use.
High levels of accuracy and attention to detail essential at all times.
Occasional work in a time pressured environment.
Some exposure to distressing situations and written material.
Job description
Job responsibilities
Job Description: Medical Secretary
Main duties of the role
To provide secretarial and administrative support to the practice team.
To project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Undertake a variety of administrative duties to assist in the smooth running of the practice.
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.
Previous experience in a role that includes secretarial duties is essential.
Reports to: Lead Adminstrator
Duties specific to role
- To provide an efficient copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, dealing with medical reports, patient referrals, minutes etc. in an accurate and quality manner.
- To deal with incoming and outgoing correspondence: paper and electronic.
- To take minutes of meetings
- To make referrals electronically and by paper if required.
- To assist the practice team with clerical and administrative duties (see below).
- To make appointments, bookings and admissions as required.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To maintain the computer clinical system in an accurate and secure manner.
- To assist with the gathering of data when required.
- To provide cover for members of the secretarial team during periods of sickness and annual leave
- Work across all G DOC platforms
Administrative Team duties with which you may be asked to assist:
o Document Management and scanning.
o Medical Reports Administration
o Coding of Medical correspondence
o Supporting QOF and other performance indicators and contractual requirements
o Recalls and sending invites for LTC reviews, childhood vaccinations etc
o GP2GP. Monitoring incoming tasks, assigning any that are not already assigned to a member of the team.
o Dealing with online access requests / queries.
o Referrals - raising referrals, dealing with referral queries from patients
o Patient requests for information (including Subject Access Requests), and medical reports.
o Links to Primary Care Support England, dealing with patient requests, urgent enquiries and patient list validation.
o Submitting claims (including CQRS, PHES, GCCG, FP34), liaising with the FOD, PCN monitoring IIF.
Working conditions
Frequent, prolonged VDU use.
High levels of accuracy and attention to detail essential at all times.
Occasional work in a time pressured environment.
Some exposure to distressing situations and written material.
Person Specification
Experience
Essential
- Previous experience in a role that includes secretarial duties
Desirable
- Knowledge of General Practice and/or Primary Care
- Understanding of Medical Administration
- Understanding of Information Governance / data compliance
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification)
- GCSE Maths Grade 5 or above (or equivalent or higher qualification)
Desirable
- Undergraduate degree or equivalent
Skills and Personal Qualities
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Competent in the use of Office and Outlook
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Personal Qualities
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Desirable
- Competent in use of SystmOne
Person Specification
Experience
Essential
- Previous experience in a role that includes secretarial duties
Desirable
- Knowledge of General Practice and/or Primary Care
- Understanding of Medical Administration
- Understanding of Information Governance / data compliance
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification)
- GCSE Maths Grade 5 or above (or equivalent or higher qualification)
Desirable
- Undergraduate degree or equivalent
Skills and Personal Qualities
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Competent in the use of Office and Outlook
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Personal Qualities
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Desirable
- Competent in use of SystmOne
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.