Job summary
Role Summary
As a Medical Secretary, youll play a vital part in keeping healthcare services running smoothly. Youll be the friendly first point of contact for patients and professionals, providing reassurance, information, and guidance. Behind the scenes, youll ensure clinics and appointments are organised, medical records are accurate, and correspondence is managed with care and confidentiality.
Why This Role is Exciting
This is more than just administrationits about making a real difference every day. Youll support doctors, nurses, and wider healthcare teams so they can focus on patient care, knowing everything else is in safe hands. Its a role where compassion meets organisation, and where your attention to detail directly contributes to better patient experiences.
Whats In It for You
Be part of a close-knit team at the heart of patient care
Gain valuable skills in healthcare administration and communication.
Enjoy varietyno two days are the same.
Know that your work has a direct, positive impact on peoples lives.
Main duties of the job
Key Responsibilities
Provide secretarial support to the clinical teams, including audio-typing, correspondence, and document preparation.
Act as point of contact for patients, relatives, and external agencies, dealing with queries professionally and with empathy.
Maintain and update electronic patient records (EPR) in line with data protection and confidentiality standards.
Prepare and process referrals, test results, and medical reports accurately and promptly.
Liaise with GPs, other hospitals, and multidisciplinary teams to facilitate seamless patient care.
Prioritise workload effectively to meet deadlines in a busy and pressured environment.
Support service improvement initiatives within the team as required.
About us
About us
The Unicity Medical Centre is the first point of contact for patients within the healthcare system. It typically includes GPs, practice nurses, healthcare assistants, social prescribers, administrative staff, and allied health professionals.
The team works collaboratively to provide accessible, person-centred care, focusing on prevention, early intervention, and continuity of care.
The strength of a primary care team lies in its multidisciplinary approach different skills and expertise come together to address the broad spectrum of patients health and social needs
Atmosphere and Work Ethic
The atmosphere in our organisation is built around:
Teamwork and collaboration Everyone plays a vital role, and strong communication ensures patient needs are met seamlessly.
Patient-centred ethos Decisions and care plans are made with the patients best interests at heart, balancing clinical needs with personal circumstances.
Supportive environment Staff are encouraged to share knowledge, support one another, and maintain mutual respect across roles.
Adaptability and resilience Primary care is fast-paced and varied, requiring flexibility and problem-solving on a daily basis.
Commitment to continuous learning Training, peer support, and reflective practice are part of the culture to ensure the best quality of care
Benefits
A strong sense of belonging and teamwork fosters both professional satisfaction and personal wellbeing.
Variety in daily work
Job description
Job responsibilities
JOB TITLE:MEDICAL SECRETARY
REPORTS TO:PRACTICE MANAGER/OPERATIONS LEAD
HOURS:TBC
Job summary:To provide general secretarial support to the Practice manager, doctors and health professionals, involving word processing and audio typing skills with general clerical work.
Job responsibilities:
To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient electronic and direct (paper) referrals, the export and checking of cancer two week waits referrals, minutes, memorandums, etc. in an accurate and quality manner.
To check daily local initiative (Advice & Guidance) and to check personal tasks on practice electronic clinical systems and emails sent by all clinicians and staff colleagues.
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 clinic system in an accurate and secure manner.
To assist with the gathering of statistics and information when required.
To receive and dispatch mail and maintain a pending system
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Actively reporting of health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognize peoples needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
The post-holder will:
Apply practice policies, standards and guidance.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
Participate in audit where appropriate.
Job description
Job responsibilities
JOB TITLE:MEDICAL SECRETARY
REPORTS TO:PRACTICE MANAGER/OPERATIONS LEAD
HOURS:TBC
Job summary:To provide general secretarial support to the Practice manager, doctors and health professionals, involving word processing and audio typing skills with general clerical work.
Job responsibilities:
To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient electronic and direct (paper) referrals, the export and checking of cancer two week waits referrals, minutes, memorandums, etc. in an accurate and quality manner.
To check daily local initiative (Advice & Guidance) and to check personal tasks on practice electronic clinical systems and emails sent by all clinicians and staff colleagues.
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 clinic system in an accurate and secure manner.
To assist with the gathering of statistics and information when required.
To receive and dispatch mail and maintain a pending system
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Actively reporting of health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognize peoples needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
The post-holder will:
Apply practice policies, standards and guidance.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
Participate in audit where appropriate.
Person Specification
Knowledge
Essential
- Understanding of confidentiality and data protection
- Excellent communication and interpersonal skills
- Strong IT skills (Microsoft Office, databases)
- Accurate audio/copy typing
- Ability to organise and prioritise workload
Desirable
- Knowledge of medical terminology
- Experience with NHS systems (e.g., SystemOne,
Qualifications
Essential
- QualificationsGCSEs (AC) including English and Maths, or equivalentRSA/OCR typing qualification or equivalent
Desirable
- RSA/OCR typing qualification or equivalent
Experience
Essential
- Previous experience in an administrative or secretarial role
Desirable
- Experience as a medical secretary in NHS/private healthcare
Person Specification
Knowledge
Essential
- Understanding of confidentiality and data protection
- Excellent communication and interpersonal skills
- Strong IT skills (Microsoft Office, databases)
- Accurate audio/copy typing
- Ability to organise and prioritise workload
Desirable
- Knowledge of medical terminology
- Experience with NHS systems (e.g., SystemOne,
Qualifications
Essential
- QualificationsGCSEs (AC) including English and Maths, or equivalentRSA/OCR typing qualification or equivalent
Desirable
- RSA/OCR typing qualification or equivalent
Experience
Essential
- Previous experience in an administrative or secretarial role
Desirable
- Experience as a medical secretary in NHS/private healthcare
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.