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The Beeches Medical Practice

Medical Secretary/Administrator

The closing date is 11 June 2025

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Job summary

An exciting vacancy has arisen at The Beeches Medical Practice. We are looking for a motivated and forward thinking Medical Secretary/Administrator to join our expanding team, working on a full time basis (37 hours per week).

The post holder will be responsible for undertaking a wide range of secretarial and administrative duties and will liaise with patients, practice staff and the wider multidisciplinary teams. The post holder may also be contacting secondary care services and should maintain a professional capacity and manner at all times.

Main duties of the job

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service.

About us

The Beeches Medical Practice is a friendly 4 partner practice. The practice is situated on the south side of Shrewsbury providing medical care for approximately 7,100 people.

In addition to the Partners, the practice has an amazing team that is made up of an Advanced Nurse Practitioner, a Physicians Associate and a nursing team consisting of 4 Practice Nurses and a Healthcare Assistant. We also work closely within our Primary Care Network, offering appointments with First Contact Practitioners, Healthy Lives Advisors and Clinical Pharmacists.

Our lovely administrative team includes the Practice Manager, Operations Manager, Data Quality and IT Lead, Care and Community Co-Ordinator, and a team of 11 Medical Receptionist/Administrators/Dispensers. The practice has strong links with teams of Health Visitors and District Nurses and Community Midwives.

We are a training practice, and all clinicians and staff are very involved in ensuring the trainees gain full experience of all aspects of life in general practice.

Details

Date posted

14 May 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2362-25-0005

Job locations

1 Beeches Road

Bayston Hill

Shrewsbury

Shropshire

SY3 0PF


Job description

Job responsibilities

The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, reports and associated documentation as required

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

c. Managing all enquiries in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email

f. Processing letters as requested

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

h. Inputting data into the patients healthcare records as necessary

i. Processing referrals using the electronic referral system

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

k. Coding data on the clinical IT system

l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

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

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

Job description

Job responsibilities

The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, reports and associated documentation as required

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

c. Managing all enquiries in an effective manner

d. Maintaining an accurate referrals database

e. Actioning all incoming email

f. Processing letters as requested

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

h. Inputting data into the patients healthcare records as necessary

i. Processing referrals using the electronic referral system

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

k. Coding data on the clinical IT system

l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Managing all administrative queries as necessary

n. Carrying out system searches as requested

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

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

Person Specification

Experience

Essential

  • Experience of working with the general public

Desirable

  • Experience of administrative duties
  • Experience of working in a healthcare setting as a Medical Secretary
  • Experience with audio typing/dictation

Skills and Qualities

Essential

  • Excellent communication skills (both written and oral)
  • Good set of IT skills including experience with Office 365 and Outlook
  • Clear and polite telephone manner
  • Effective time management
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Ability to follow policies and procedures
  • Ability to work under pressure

Desirable

  • Knowledge of clinical IT systems

Qualifications

Essential

  • Educated to GCSE in Mathematics and English (C or above)

Desirable

  • Medical Terminology Training
  • Clinical Coding experience/qualifications
Person Specification

Experience

Essential

  • Experience of working with the general public

Desirable

  • Experience of administrative duties
  • Experience of working in a healthcare setting as a Medical Secretary
  • Experience with audio typing/dictation

Skills and Qualities

Essential

  • Excellent communication skills (both written and oral)
  • Good set of IT skills including experience with Office 365 and Outlook
  • Clear and polite telephone manner
  • Effective time management
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Ability to follow policies and procedures
  • Ability to work under pressure

Desirable

  • Knowledge of clinical IT systems

Qualifications

Essential

  • Educated to GCSE in Mathematics and English (C or above)

Desirable

  • Medical Terminology Training
  • Clinical Coding experience/qualifications

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

The Beeches Medical Practice

Address

1 Beeches Road

Bayston Hill

Shrewsbury

Shropshire

SY3 0PF


Employer's website

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

Employer details

Employer name

The Beeches Medical Practice

Address

1 Beeches Road

Bayston Hill

Shrewsbury

Shropshire

SY3 0PF


Employer's website

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

Employer contact details

For questions about the job, contact:

Operations Manager

Nikki Thomas

thebeeches.medicalpractice@nhs.net

01743874565

Details

Date posted

14 May 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2362-25-0005

Job locations

1 Beeches Road

Bayston Hill

Shrewsbury

Shropshire

SY3 0PF


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