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STANFORD MEDICAL CENTRE

Medical Secretary

The closing date is 31 October 2025

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Job summary

This role is based on a fixed term contract for maternity cover. There is possibility for the vancancy to be made permenant once we have sign-off for our new premises.

This role is 25 hours per week, 5 hours a day, Monday to Friday. Start times can be flexible and dicussed at interview.

We are seeking a highly organised and proactive Medical Secretary to join our busy GP practice team. The successful candidate will provide essential administrative and secretarial support to our GPs and clinical staff, ensuring the smooth running of patient care and correspondence.

Key responsibilities include preparing and managing referrals, dictation typing, handling confidential patient information, liaising with hospitals and external healthcare providers, and maintaining accurate records. The role also involves supporting patients with queries about their referrals and providing efficient communication between clinicians and patients.

Strong IT skills, attention to detail, and excellent communication are essential, along with the ability to prioritise workloads in a fast-paced environment. Previous experience in a medical or healthcare setting and familiarity with medical terminology and NHS systems (such as EMIS or Docman) are desirable.

Main duties of the job

Main Duties

  • Provide secretarial and administrative support to GPs and clinical staff.

  • Type and process medical correspondence, including referral letters and reports.

  • Manage electronic referrals via NHS systems (e.g. e-RS).

  • Handle incoming and outgoing correspondence, ensuring timely responses.

  • Maintain accurate and confidential patient records.

  • Liaise with hospitals, consultants, and other healthcare providers regarding patient care.

  • Deal with patient queries about referrals and follow-ups in a professional and sensitive manner.

  • Process requests for medical records in line with NHS gudiance.

  • Processing invoicing for non-NHS work and ensuring timely payments are made.

  • Prioritise and manage workloads to meet deadlines.

  • Support the smooth running of practice administration and assist the wider reception/administrative team when required.

About us

Stanford Medical Centre is a large, well-established GP practice based in Brighton, serving a diverse patient population of around 19,000 across three sites the main surgery on Preston Road and branches at Islingword Road and the University of Brighton (Cockcroft). Rated positively by patients and regulated by the CQC, the practice offers a broad range of primary care services including chronic disease management, minor surgery, microsuction and university health services. With a dedicated multidisciplinary team of GPs, nurses, and allied health professionals, Stanford Medical Centre combines high-quality, patient-centred care with innovation through digital and extended access services in a supportive, forward-thinking environment.

More information can be found via our website:https://www.stanfordmedicalcentre.co.uk/

Details

Date posted

09 October 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Fixed term

Duration

1 years

Working pattern

Part-time

Reference number

A0899-25-0005

Job locations

175 Preston Road

Brighton

BN1 6AG


Branch Surgery of Stanford Medical Centre

Lewes Road

Brighton

BN42 4GJ


Job description

Job responsibilities

Primary Responsibilities

a. Working to the standards and founding principles set by the Practice.

b. Provide efficient audio, copy typing and word processing service for GPs and health professionals as required.

c. Typing letters, reports and associated documentation as required

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

e. Keep up to date with local pathways for referrals and use appropriate referral tools

f. Managing all enquires in an effective manner

g. Maintaining an accurate referrals database

h. Actioning incoming emails relevant to job role

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

j. Inputting data into the patients healthcare records as necessary

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

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

m. Logging and raising invoices for patient reports and letters, and other chargeable documentation

n. Clinically coding data on EMIS Web

o. Answering incoming phone calls (both internal and external), transferring calls or dealing with the callers request appropriately and in line with job remit

p. Managing all administrative queries as necessary

q. Carrying out system searches as requested

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

s. Supporting all clinical staff with general administrative tasks as requested

t. Provide caring, un-biased and timely support to patients and other individuals accessing the Practice.

u. Manage all queries as necessary in an efficient manner.

v. Carry out system searches as requested.

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

x. To support the training of staff in the Practice with the functions of the medical secretarial team.

y. To implement new procedures/working structures relating to own area of work ensuring that the team are informed of any important changes to Practice policy.

Secondary Responsibilities

a. To provide administrative Safeguarding support to the Safeguarding Lead and wider Practice team in the absence of the Safeguarding administrator

b. To liaise and correspond effectively with Safeguarding teams including Social Services to ensure a multi-disciplinary approach to patient care and support.

Job description

Job responsibilities

Primary Responsibilities

a. Working to the standards and founding principles set by the Practice.

b. Provide efficient audio, copy typing and word processing service for GPs and health professionals as required.

c. Typing letters, reports and associated documentation as required

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

e. Keep up to date with local pathways for referrals and use appropriate referral tools

f. Managing all enquires in an effective manner

g. Maintaining an accurate referrals database

h. Actioning incoming emails relevant to job role

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

j. Inputting data into the patients healthcare records as necessary

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

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

m. Logging and raising invoices for patient reports and letters, and other chargeable documentation

n. Clinically coding data on EMIS Web

o. Answering incoming phone calls (both internal and external), transferring calls or dealing with the callers request appropriately and in line with job remit

p. Managing all administrative queries as necessary

q. Carrying out system searches as requested

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

s. Supporting all clinical staff with general administrative tasks as requested

t. Provide caring, un-biased and timely support to patients and other individuals accessing the Practice.

u. Manage all queries as necessary in an efficient manner.

v. Carry out system searches as requested.

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

x. To support the training of staff in the Practice with the functions of the medical secretarial team.

y. To implement new procedures/working structures relating to own area of work ensuring that the team are informed of any important changes to Practice policy.

Secondary Responsibilities

a. To provide administrative Safeguarding support to the Safeguarding Lead and wider Practice team in the absence of the Safeguarding administrator

b. To liaise and correspond effectively with Safeguarding teams including Social Services to ensure a multi-disciplinary approach to patient care and support.

Person Specification

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • 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
  • Knowledge of Information Governance and Data Quality regulations and legislation
  • Ability to adhere to lone working procedures

Desirable

  • EMIS

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties
  • Experience working within a healthcare setting as a medical secretary
  • Experience of working in a health care setting
  • Knowledge of medical terminology
  • Experience working with healthcare professionals across the NHS Network

Desirable

  • Experience of working in a general practice setting

Qualifications

Essential

  • GCSE Mathematics & English (C or above) or equivalent experience

Desirable

  • NVQ Level 2 in Health and Social Care

Personal Qualities

Essential

  • Polite and confident
  • Friendly and approachable
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure
  • Ability to work in a changing environment
  • Desire to achieve and maintain high standards
Person Specification

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • 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
  • Knowledge of Information Governance and Data Quality regulations and legislation
  • Ability to adhere to lone working procedures

Desirable

  • EMIS

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties
  • Experience working within a healthcare setting as a medical secretary
  • Experience of working in a health care setting
  • Knowledge of medical terminology
  • Experience working with healthcare professionals across the NHS Network

Desirable

  • Experience of working in a general practice setting

Qualifications

Essential

  • GCSE Mathematics & English (C or above) or equivalent experience

Desirable

  • NVQ Level 2 in Health and Social Care

Personal Qualities

Essential

  • Polite and confident
  • Friendly and approachable
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure
  • Ability to work in a changing environment
  • Desire to achieve and maintain high standards

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

STANFORD MEDICAL CENTRE

Address

175 Preston Road

Brighton

BN1 6AG


Employer's website

https://www.stanfordmedicalcentre.co.uk (Opens in a new tab)

Employer details

Employer name

STANFORD MEDICAL CENTRE

Address

175 Preston Road

Brighton

BN1 6AG


Employer's website

https://www.stanfordmedicalcentre.co.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Assistant Practice Manager

Laura Robson

01273560109

Details

Date posted

09 October 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Fixed term

Duration

1 years

Working pattern

Part-time

Reference number

A0899-25-0005

Job locations

175 Preston Road

Brighton

BN1 6AG


Branch Surgery of Stanford Medical Centre

Lewes Road

Brighton

BN42 4GJ


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