Job summary
Our secretarial team plays a key role in supporting the smooth running of clinical services. The role includes managing e-RS (Choose and Book) referrals, handling incoming paper and digital correspondence from hospitals and specialist services, and preparing high-quality outgoing letters and referrals on behalf of GPs and clinicians.
Daily tasks involve audio and copy typing, using NHS email, and working within the SystmOne clinical system. Youll also have frequent telephone contact with patients and hospital departments to respond to queries, provide updates, and ensure referrals progress efficiently.
Alongside core medical secretarial duties, the post includes processing Subject Access Requests (SARs), completing insurance and medical reports, and supporting the wider administrative team where needed.
Main duties of the job
Manage e-RS (Choose and Book) referrals and monitor referral progress.
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Process incoming paper and digital correspondence from hospitals, specialists, and other healthcare providers.
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Produce, format, and issue outgoing clinical letters, reports, and referrals for GPs and clinicians.
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Complete audio-typing and copy-typing to a high standard and within required timeframes.
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Maintain accurate patient records using SystmOne and NHS email systems.
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Handle telephone enquiries from patients, hospitals, and external services, providing updates and resolving queries.
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Process Subject Access Requests (SARs) in line with data protection requirements.
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Prepare insurance reports, medical reports, and other documentation as required.
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Support clinical and administrative teams with general administrative duties to ensure smooth service delivery.
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Prioritise workload effectively and work to deadlines in a fast-paced environment.
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Maintain confidentiality and adhere to all information governance policies.
About us
Bridge Street Surgery is a successful and thriving medium-sized rural Practice with approximately 8,500 patients, based in the historic market town of Downham Market. Rated Good with Outstanding features by the CQC, we are proud of our commitment to high-quality patient care, family-friendly working, and ongoing staff development.
We are an accredited GP Training Practice, and supporting learning and professional growth for all staff is central to our ethos. Our strong multidisciplinary clinical team includes Practice Nurses, Paramedics, and five GP Partners, supported by experienced Healthcare Assistants, administrators, dispensary staff, and a dedicated management team.
Job description
Job responsibilities
The Medical Secretary provides essential support to clinicians by managing clinical correspondence, referrals, and documentation. The role ensures the timely and accurate flow of information between patients, clinicians, and external healthcare providers, contributing directly to high-quality patient care and efficient practice operations.
Key Responsibilities
Clinical Administration & Correspondence
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Manage incoming paper and digital correspondence from hospitals, specialists, and external providers.
-
Prepare, type, and issue clinical letters, reports, and referrals for GPs and clinicians.
-
Complete audio-typing and copy-typing to a high standard.
-
Process Subject Access Requests (SARs), insurance reports, and medical reports in line with legal and practice requirements.
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Maintain accurate and up-to-date patient records on SystmOne.
Referrals Management
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Lead on e-RS (Choose and Book) referrals, including creating, updating, and tracking referral progress.
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Liaise with hospital departments and specialist services to resolve referral queries and ensure smooth patient pathways.
Patient & External Communication
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Provide a professional telephone service, handling patient queries and offering updates on referral status.
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Develop positive working relationships with hospital secretaries, clinicians, and other external contacts.
Team & Practice Support
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Support the wider secretarial and administrative team to ensure smooth day-to-day operations.
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Prioritise tasks effectively and manage workload in a busy environment.
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Uphold data protection, confidentiality, and information governance at all times.
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Provide cover for colleagues during periods of annual leave or absence.
Job description
Job responsibilities
The Medical Secretary provides essential support to clinicians by managing clinical correspondence, referrals, and documentation. The role ensures the timely and accurate flow of information between patients, clinicians, and external healthcare providers, contributing directly to high-quality patient care and efficient practice operations.
Key Responsibilities
Clinical Administration & Correspondence
-
Manage incoming paper and digital correspondence from hospitals, specialists, and external providers.
-
Prepare, type, and issue clinical letters, reports, and referrals for GPs and clinicians.
-
Complete audio-typing and copy-typing to a high standard.
-
Process Subject Access Requests (SARs), insurance reports, and medical reports in line with legal and practice requirements.
-
Maintain accurate and up-to-date patient records on SystmOne.
Referrals Management
-
Lead on e-RS (Choose and Book) referrals, including creating, updating, and tracking referral progress.
-
Liaise with hospital departments and specialist services to resolve referral queries and ensure smooth patient pathways.
Patient & External Communication
-
Provide a professional telephone service, handling patient queries and offering updates on referral status.
-
Develop positive working relationships with hospital secretaries, clinicians, and other external contacts.
Team & Practice Support
-
Support the wider secretarial and administrative team to ensure smooth day-to-day operations.
-
Prioritise tasks effectively and manage workload in a busy environment.
-
Uphold data protection, confidentiality, and information governance at all times.
-
Provide cover for colleagues during periods of annual leave or absence.
Person Specification
Attitudes, knowledge and skills
Essential
- Polite, confident, and professional manner.
- Motivated, diligent, and able to work independently.
- High levels of integrity and reliability.
- Sensitive and empathetic approach to patient needs.
- Ability to work under pressure and adapt to changing demands.
- Willingness to work flexibly to support colleagues and provide cover for annual leave.
- Satisfactory DBS check.
- Satisfactory employment references.
Experience
Essential
- Previous administration or secretarial experience in an NHS or healthcare setting.
- Strong IT skills, particularly Microsoft Word and email.
- Excellent telephone manner and communication skills.
- Demonstrated customer-service skills and a patient-centred approach.
- Strong interpersonal skills for working with colleagues and external professionals.
- Excellent organisational and time-management abilities.
Desirable
- Recent experience working as a Medical Secretary in a GP Practice.
- Experience using SystmOne clinical system.
- Experience using the NHS e-Referral System (e-RS).
Qualifications
Essential
- Good basic level of education, including minimum Grade C/Level 4 in GCSE Maths and English.
Desirable
- Additional administration qualifications such as audio-typing, medical terminology, or recognised Medical Secretary training.
Person Specification
Attitudes, knowledge and skills
Essential
- Polite, confident, and professional manner.
- Motivated, diligent, and able to work independently.
- High levels of integrity and reliability.
- Sensitive and empathetic approach to patient needs.
- Ability to work under pressure and adapt to changing demands.
- Willingness to work flexibly to support colleagues and provide cover for annual leave.
- Satisfactory DBS check.
- Satisfactory employment references.
Experience
Essential
- Previous administration or secretarial experience in an NHS or healthcare setting.
- Strong IT skills, particularly Microsoft Word and email.
- Excellent telephone manner and communication skills.
- Demonstrated customer-service skills and a patient-centred approach.
- Strong interpersonal skills for working with colleagues and external professionals.
- Excellent organisational and time-management abilities.
Desirable
- Recent experience working as a Medical Secretary in a GP Practice.
- Experience using SystmOne clinical system.
- Experience using the NHS e-Referral System (e-RS).
Qualifications
Essential
- Good basic level of education, including minimum Grade C/Level 4 in GCSE Maths and English.
Desirable
- Additional administration qualifications such as audio-typing, medical terminology, or recognised Medical Secretary training.
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.
