Medical Secretary

Job description

Job responsibilities

Job DescriptionMedical Secretary

Responsible to: Deputy General Manager/Operations Manager

Location: Ashford Medical Partnership

Hours: Full-time Wednesday and Friday essential; other days flexible

Salary: Depending on experience

Job Purpose:

To provide efficient, confidential, and high quality secretarial and administrative support to the GPs, clinical team, and management within Ashford Medical Partnership. The post holder will ensure the smooth flow of communication between patients, hospitals, and other healthcare professionals, supporting the delivery of safe and effective patient care.

Key Responsibilities:

Secretarial and Administrative Duties

Provide comprehensive secretarial support to clinicians, including audio typing of medical correspondence, referrals, and reports.

Manage incoming and outgoing correspondence via Docman and EMIS.

Process electronic referrals (e-RS), ensuring all necessary documentation is attached and sent within required timeframes.

Maintain accurate and up-to-date patient records, adhering to confidentiality and data protection policies.

Support the management of Klinik or other online consultation systems.

Handle incoming calls and emails professionally, ensuring timely responses and appropriate action.

Prioritise workload to meet deadlines while maintaining accuracy and attention to detail.

Clinical and Administrative Liaison

Liaise with hospital departments, community services, and other healthcare providers to follow up on referrals and investigations.

Support clinicians with administrative tasks related to Cardiology, Dermatology (Dermasight), and other specialist services.

Coordinate patient appointments, follow ups, and correspondence where required.

Data Management and IT

Use EMIS, e-Referral Service, and other NHS systems competently.

Maintain patient confidentiality in line with GDPR and practice policy.

Generate and update reports and spreadsheets using Excel and other IT software.

Team Support and Professionalism

Work collaboratively with the admin and clinical teams to ensure efficient service delivery.

Contribute to improving processes and systems within the practice.

Demonstrate a professional, friendly, and empathetic approach when dealing with patients and colleagues.

Undertake training and development as required to maintain and enhance role competence.

Person Specification

Essential

Desirable

Previous experience as a Medical Secretary or similar administrative role

Experience in a GP Practice or NHS environment

Strong IT skills, including Microsoft Office (especially Excel)

Audio typing or transcription experience

Emis

Docman

e-RS

Excellent communication and organisational skills

Knowledge of Klinik or eConsult systems

High level of accuracy and attention to detail

Familiarity with medical terminology

N/A

Ability to manage confidential information appropriately

Understanding of NHS referral pathways

Values and Behaviours

Committed to providing high quality patient care.

Reliable, flexible, and proactive in supporting the team.

Maintains professionalism and compassion in all interactions.

Upholds confidentiality and data protection standards at all times.

Person Specification

Qualifications

Essential

• Previous experience as a Medical Secretary or similar administrative role

Desirable

• Experience in a GP Practice or NHS environment

Experience

Essential

• Strong IT skills, including Microsoft Office (especially Excel)

Desirable

• Audio typing or transcription experience
• Emis
• Docman
• e-RS

Communication

Essential

• Excellent communication and organisational skills

Desirable

• Knowledge of Klinik or eConsult systems

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

Ashford Medical Partnership

Address

Willesborough Health Centre

Bentley Road

Ashford

Kent

TN24 0HZ

Employer's website

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