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Coltishall Medical Practice

Medical Secretary

The closing date is 18 March 2026

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Job summary

Coltishall Medical Practice has an exciting opportunity for a reliable and hardworking medical secretary to join our team for 30 hours per week. The post holder will be working over 5 days alongside a fellow part-time secretary.

The postholder will be responsible for providing a wide range of secretarial and administrative duties, including the timely processing of clinical information (both electronic and hard copy) and liaising with internal and external services such as secondary care and community providers using the Electronic Referral Service (ERS).

This position is essential in providing excellent support to our healthcare professionals and delivering a positive experience for our patients.

Main duties of the job

  • Provide full administrative and secretarial support to the clinical team, including preparing and processing referrals, reports, and correspondence.
  • Administer GP patient referrals through the e-referral system.
  • Provide telephone and face to face access for patients to discuss referrals. Supporting patients who may have a problem and offer viable solutions to them.
  • Liaise with hospitals, community services, and patients to ensure information is shared accurately and promptly.
  • Participate in multidisciplinary team meetings, including taking minutes and sending meeting invites.
  • Maintain accurate and confidential patient records in line with practice and NHS policies.

About us

We are a busy and friendly practice with 3 Partners, 3 Salaried GPs,2 Physicians Assistant's, 4 Practice Nurses, 2 Assistant Practitioners and an excellent administration support team. We are based on the Norfolk Broads and operate from our main purpose-built premises in Coltishall and a smaller branch surgery in Spixworth. We have a largely rural based patient population approaching 9,000.

Details

Date posted

06 March 2026

Pay scheme

Other

Salary

£12.71 an hour Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A2254-26-0003

Job locations

St Johns Close

Coltishall

Norwich

Norfolk

NR12 7HA


Job description

Job responsibilities

The post holder is responsible for all GP medical secretarial support using dictation software and other means of secretarial paperwork. The post holder is also responsible for Electronic Referral Service (ERS) and associated referrals.

Main Duties and Responsibilities

  1. Process letters and referrals within EMIS Web using relevant referral templates.
  2. Use the e-referral system to select the appropriate specialty and clinic, providing patients with a shortlist of available services to enable appointment booking.
  3. Send e-referral paperwork to patients with a covering letter.
  4. Email non e-referrals to the appropriate service.
  5. Scan letters that need to be sent electronically with referrals.
  6. Check and action NHS mail (both personal and practice accounts).
  7. Check and action internal emails.
  8. Check tasks on EMIS Web and Docman, taking necessary action by contacting patients or hospitals.
  9. Check and action e-referral worklists.
  10. Create and edit referral and other letter templates in EMIS Web.
  11. Answer telephone enquiries relating to referrals etc.
  12. Undertake any other duties requested by the Clinicians and Senior Management team. The Partners reserve the right to amend the job description according to business requirements.

Job description

Job responsibilities

The post holder is responsible for all GP medical secretarial support using dictation software and other means of secretarial paperwork. The post holder is also responsible for Electronic Referral Service (ERS) and associated referrals.

Main Duties and Responsibilities

  1. Process letters and referrals within EMIS Web using relevant referral templates.
  2. Use the e-referral system to select the appropriate specialty and clinic, providing patients with a shortlist of available services to enable appointment booking.
  3. Send e-referral paperwork to patients with a covering letter.
  4. Email non e-referrals to the appropriate service.
  5. Scan letters that need to be sent electronically with referrals.
  6. Check and action NHS mail (both personal and practice accounts).
  7. Check and action internal emails.
  8. Check tasks on EMIS Web and Docman, taking necessary action by contacting patients or hospitals.
  9. Check and action e-referral worklists.
  10. Create and edit referral and other letter templates in EMIS Web.
  11. Answer telephone enquiries relating to referrals etc.
  12. Undertake any other duties requested by the Clinicians and Senior Management team. The Partners reserve the right to amend the job description according to business requirements.

Person Specification

Qualifications

Essential

  • Minimum 2 GCSEs in Mathematics and English or equivalent

Desirable

  • Educated to GCSE level standard in subjects relevant to patient and customer care

Experience

Essential

  • Excellent typing, IT and organisational skills
  • Excellent written communication skills
  • Ability to work independently and as part of a team
  • High level of accuracy and attention to detail
  • Understanding of confidentiality and data protection
  • Sound and working knowledge of Windows/Microsoft Office
  • Excellent communication and interpersonal skills
  • Ability to work under pressure

Desirable

  • Knowledge of clinical software (EMIS Web and Docman)
  • Knowledge of medical terminology
  • Experience in GP environment/Primary Care/NHS
  • Previous experience as a Medical Secretary
Person Specification

Qualifications

Essential

  • Minimum 2 GCSEs in Mathematics and English or equivalent

Desirable

  • Educated to GCSE level standard in subjects relevant to patient and customer care

Experience

Essential

  • Excellent typing, IT and organisational skills
  • Excellent written communication skills
  • Ability to work independently and as part of a team
  • High level of accuracy and attention to detail
  • Understanding of confidentiality and data protection
  • Sound and working knowledge of Windows/Microsoft Office
  • Excellent communication and interpersonal skills
  • Ability to work under pressure

Desirable

  • Knowledge of clinical software (EMIS Web and Docman)
  • Knowledge of medical terminology
  • Experience in GP environment/Primary Care/NHS
  • Previous experience as a Medical Secretary

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

Coltishall Medical Practice

Address

St Johns Close

Coltishall

Norwich

Norfolk

NR12 7HA


Employer's website

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

Employer details

Employer name

Coltishall Medical Practice

Address

St Johns Close

Coltishall

Norwich

Norfolk

NR12 7HA


Employer's website

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

Employer contact details

For questions about the job, contact:

Assistant Practice Manager

Jessica Bane

jessica.bane@nhs.net

Details

Date posted

06 March 2026

Pay scheme

Other

Salary

£12.71 an hour Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A2254-26-0003

Job locations

St Johns Close

Coltishall

Norwich

Norfolk

NR12 7HA


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