The Grove Medical Centre

Medical Secretary/ Administrator

The closing date is 29 June 2025

Job summary

To provide comprehensive secretarial and administrative support to the GP Partners, salaried GPs and the Practice Manager.

PLEASE NOTE: This is a full time role.

Main duties of the job

Knowledge, Skills and Experience

The post-holder ideally should have experience as a secretary.
Experience in administration in non-medical fields will also be considered.
Excellent word processing and audio typing skills are essential.
The ability to communicate well with people at all levels is important; the post-holder will be expected to use his/her initiative
Good time management skills and ability to prioritise workload
Ability to multi task using different IT systems and processes
Willingness to learn new systems and be confident in their use
Sound knowledge of medical terminology is preferable but not necessary
Good IT skills and knowledge of Practice systems, preferably EMIS, DOCMAN and ERS
Ability to work as part of a team and develop with the needs of the team

About us

Grove Medical Centre is a GP practice located in a residential area of Egham. The practice provides GP services to 15,500 patients.

Services are provided from one location:

Grove Medical Centre - The Grove, Church Road, Egham, Surrey TW20 9QN.

There is a team of 3 GP partners, 5 salaried GPs (male and female). The practice is also a training practice for doctors.

Training practices help qualified doctors, known as registrars, complete the final stages of their GP training. The practice also provides training for nurses and paramedic practitioners.

The practice has a team of 3 nurses who provide nurse-led clinics and 3 healthcare assistants. The practice is supported by 4 clinical pharmacists and a Physician Associate who were employed by the Primary Care Network SASSE 2. GPs and nurses are supported by the practice manager, operations manager, team leaders and a team of reception, administration staff and care coordinators.

Grove Medical Centre is open 8am to 6.30pm Monday to Friday. The practice is part of a hub of GP practices which provides extended access appointments for patients during the week until 8pm and at weekends. Patients are able to access Out of Hours services through NHS 111.

Date posted

13 June 2025

Pay scheme

Other

Salary

£13 to £13.50 an hour Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2505-25-0006

Job locations

The Grove

Church Road

Egham

Surrey

TW20 9QN

Job description

Job responsibilities

To produce an efficient and accurate patient documentation. This includes producing referral letters and external organisation documentation.

To generate referral forms and identify the correct form to be used for each service.

To gain and utilise good knowledge of referral pathways and be up to date with changes in pathways.

To gain and use an extensive knowledge base of secondary and community care providers.

To assist with any patient queries and arrange private medicals and referrals.

To ensure all referrals and patient contacts are accurately recorded on the practice clinical system (EMIS Web).

To be responsible for the timely monitoring and management of referrals using approved pathways.

To manage the e-Referral system, which includes generating e-Referrals as required by the clinicians, managing work lists and assisting patients with enquiries regarding their e-Referral booking. This includes Sending out routine, private, urgent and Two week rule referrals.

To manage Advice and Guidance queries and feedback to the referring clinician.

To manage written requests from outside agencies, ensuring that patient confidentiality is upheld at all times with correct and current patient consent.

To manage the process regarding deceased patients, including communication with medical examiners, coroners and other external agencies.

To deal with telephone queries from healthcare professionals, solicitors, DVLA and other government agencies. This is not an exhaustive list.

To ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

To assist patients with problems presented either in writing or by contact with the surgery or through their own GP and escalate to the manager, where needed.

To ensure that all private services are invoiced, whilst acknowledging and checking patients health circumstances

To update patients medical records from post/Docman.

To complete all tasks related to patient records (summarising, deductions, notice of change forms, consent forms) on EMIS, Docman and any other systems.

To assist with inbound document coding.

To be aware of the current legislation and legal implications of requests for disclosure of patient data/information and to be sensitive to patient wishes.

To arrange and attend Practice meetings and take accurate notes. These meetings include palliative care and clinical meetings.

To carry on administrative tasks as requested by the Practice Manager or Operations Manager.

To cover ad hoc projects.

To acknowledge limitations in completing certain tasks and request support from senior staff members.