Job summary
The Medical Secretary plays a vital role within The Lodge Health Partnership, providing essential administrative and secretarial support that ensures the smooth and effective delivery of patient care. As a key member of the administrative team, the postholder is responsible for supporting clinicians, managing referral pathways, maintaining accurate documentation, and facilitating clear communication between patients, clinical staff, and external healthcare providers.
This role is central to ensuring that patients receive timely, wellcoordinated access to care, and contributes significantly to the overall patient experience. The Medical Secretary is expected to demonstrate professionalism, accuracy, confidentiality, and a commitment to the Partnerships values at all times, promoting quality, compassion, and effective communication across all areas of work.
Main duties of the job
The Lodge Health Partnership is a patientcentred primary care organisation delivering highquality healthcare across three sites: The Lodge Surgery, Highfield Surgery and Redbourn Health Centre. We serve a diverse and growing community, providing accessible, safe and compassionate care.
Our multidisciplinary team, including GPs, nurses, healthcare assistants, administrators, secretaries and managers, works collaboratively to ensure patients receive coordinated and timely support. We are guided by our core values of Quality, Helpful and Empathetic Attitude, Making It Easier, and Communication, which shape the care we deliver and the way we work together.
We are committed to being a supportive and inclusive employer, encouraging learning, innovation and professional development. Every role within the Partnership plays an essential part in ensuring patients receive the best possible care.
About us
The Lodge Health Partnership is a wellestablished, patientcentred primary care organisation providing highquality healthcare services across three sites: The Lodge Surgery, Highfield Surgery, and Redbourn Health Centre. Serving a diverse and growing population, the Partnership is committed to delivering accessible, safe and compassionate care that supports the health and wellbeing of the local community.
Our team includes GPs, nurses, healthcare assistants, administrators, secretaries, and managers working collaboratively to ensure patients receive coordinated and timely care. We place strong emphasis on multidisciplinary teamwork, continuous quality improvement, and delivering services in line with NHS best practice and regulatory standards.
- As an organisation, we are guided by the values that shape our culture and service delivery:
- Quality striving for excellence in clinical care, service delivery, and patient experience.
- Helpful and Empathetic Attitude treating patients, colleagues and partners with respect, compassion and professionalism.
- Making It Easier improving processes, embracing digital solutions, and reducing barriers for patients and staff.
- Communication fostering openness, clarity and collaboration between teams, patients and external services.
We aim to be a supportive and inclusive employer that encourages learning, innovation, and professional development. Every role within the Partnership, clinical or nonclinical, plays an essential part.
Job description
Job responsibilities
Role Summary
The Medical Secretary plays a key role in supporting the clinical team by delivering high-quality administrative and secretarial services. The postholder will ensure referrals, clinical correspondence and patient queries are handled efficiently, professionally and in line with NHS guidelines. This role is essential to ensuring patients experience a smooth and coordinated journey through their care.
Main Duties & Responsibilities ReferralManagement
- Process referrals using eRS, DXS and other relevant pathways.
- Advise clinicians on appropriate referral routes and requirements.
- Monitor eRS worklists throughout the day and action advice outcomes, deferred referrals, rejections or cancellations.
- Chase hospital appointments, results and outstanding actions as requested.
- Manage patient queries relating to referrals, providing clear, accurate information.
Clinical Administration
- Type clinical letters and documentation using the digital dictation system.
- Action patient tasks promptly in accordance with practice protocol.
- Support admin requests received via the eConsult platform.
- Handle incoming emails to the secretarial team, ensuring timely and appropriate responses.
Communication & Information Handling
- Liaise with patients, clinicians, hospitals and external agencies to facilitate coordinated care.
- Provide patient information to other services when required, maintaining strict confidentiality.
- Ensure all communication is professional, timely and in line with organisational values.
Meetings & Coordination
- Support clinical meetings by preparing agendas and taking accurate minutes.
- Follow up on agreed actions where relevant.
General Duties
- Undertake any other reasonable administrative tasks requested by clinicians or the Practice Manager.
- Adhere to practice policies, protocols and confidentiality standards at all times.
- Maintain accurate records and support safe information governance practices.
Additional Responsibilities
All staff are expected to uphold The Lodge Health Partnerships values:
- Quality delivering excellence in clinical and administrative work.
- Helpful & Empathetic Attitude respectful, friendly, adaptable and patient focused.
- Making It Easier simplifying processes and supporting accessibility.
- Communication open, honest and effective communication within the team and with patients.
Confidentiality & Information Governance
- Maintain the strict confidentiality of all patient, staff and organisational information.
- Comply with the Data Protection Act (2018), UK GDPR and Caldicott principles.
- Participate in mandatory training, annual appraisals and quarterly training afternoons.
- Take responsibility for personal learning and development.
Health & Safety & Infection Control
- Follow all health and safety procedures to protect yourself, colleagues and patients.
- Apply best practice in infection prevention and control at all times.
Safeguarding
- Be aware of safeguarding responsibilities for both children and adults at risk and act in accordance with practice policy.
Training & Development
Equality & Diversity
- Treat all patients, colleagues and external partners fairly and without discrimination.
- Promote an inclusive and respectful working environment.
Environmental Sustainability
- Contribute to sustainable and environmentally conscious working practices in line with NHS commitments.
Job description
Job responsibilities
Role Summary
The Medical Secretary plays a key role in supporting the clinical team by delivering high-quality administrative and secretarial services. The postholder will ensure referrals, clinical correspondence and patient queries are handled efficiently, professionally and in line with NHS guidelines. This role is essential to ensuring patients experience a smooth and coordinated journey through their care.
Main Duties & Responsibilities ReferralManagement
- Process referrals using eRS, DXS and other relevant pathways.
- Advise clinicians on appropriate referral routes and requirements.
- Monitor eRS worklists throughout the day and action advice outcomes, deferred referrals, rejections or cancellations.
- Chase hospital appointments, results and outstanding actions as requested.
- Manage patient queries relating to referrals, providing clear, accurate information.
Clinical Administration
- Type clinical letters and documentation using the digital dictation system.
- Action patient tasks promptly in accordance with practice protocol.
- Support admin requests received via the eConsult platform.
- Handle incoming emails to the secretarial team, ensuring timely and appropriate responses.
Communication & Information Handling
- Liaise with patients, clinicians, hospitals and external agencies to facilitate coordinated care.
- Provide patient information to other services when required, maintaining strict confidentiality.
- Ensure all communication is professional, timely and in line with organisational values.
Meetings & Coordination
- Support clinical meetings by preparing agendas and taking accurate minutes.
- Follow up on agreed actions where relevant.
General Duties
- Undertake any other reasonable administrative tasks requested by clinicians or the Practice Manager.
- Adhere to practice policies, protocols and confidentiality standards at all times.
- Maintain accurate records and support safe information governance practices.
Additional Responsibilities
All staff are expected to uphold The Lodge Health Partnerships values:
- Quality delivering excellence in clinical and administrative work.
- Helpful & Empathetic Attitude respectful, friendly, adaptable and patient focused.
- Making It Easier simplifying processes and supporting accessibility.
- Communication open, honest and effective communication within the team and with patients.
Confidentiality & Information Governance
- Maintain the strict confidentiality of all patient, staff and organisational information.
- Comply with the Data Protection Act (2018), UK GDPR and Caldicott principles.
- Participate in mandatory training, annual appraisals and quarterly training afternoons.
- Take responsibility for personal learning and development.
Health & Safety & Infection Control
- Follow all health and safety procedures to protect yourself, colleagues and patients.
- Apply best practice in infection prevention and control at all times.
Safeguarding
- Be aware of safeguarding responsibilities for both children and adults at risk and act in accordance with practice policy.
Training & Development
Equality & Diversity
- Treat all patients, colleagues and external partners fairly and without discrimination.
- Promote an inclusive and respectful working environment.
Environmental Sustainability
- Contribute to sustainable and environmentally conscious working practices in line with NHS commitments.
Person Specification
Experience
Essential
- Experience working in an administrative or secretarial role.
- Experience handling confidential information.
- Experience communicating with patients, customers or service users.
- Experience working in a fast paced environment with competing priorities.
Desirable
- Previous experience in a GP practice, hospital, or other healthcare setting.
- Experience processing referrals and clinical documentation.
- Experience supporting clinicians or senior staff.
- Experience minutetaking or organising meetings.
Qualifications
Essential
- Good general level of education GCSEs or equivalent, including English.
- Competent typing and keyboard skills.
Desirable
- Medical terminology training or qualification.
- AMSPAR qualification or equivalent medical secretarial training.
- Experience using eRS and GP clinical systems, e.g., EMIS Web.
Experience
Essential
- Experience working in an administrative or secretarial role.
- Experience handling confidential information.
- Experience communicating with patients, customers or service users.
- Experience working in a fast paced environment with competing priorities.
Desirable
- Previous experience in a GP practice, hospital, or other healthcare setting.
- Experience processing referrals and clinical documentation.
- Experience supporting clinicians or senior staff.
- Experience minutetaking or organising meetings.
Person Specification
Experience
Essential
- Experience working in an administrative or secretarial role.
- Experience handling confidential information.
- Experience communicating with patients, customers or service users.
- Experience working in a fast paced environment with competing priorities.
Desirable
- Previous experience in a GP practice, hospital, or other healthcare setting.
- Experience processing referrals and clinical documentation.
- Experience supporting clinicians or senior staff.
- Experience minutetaking or organising meetings.
Qualifications
Essential
- Good general level of education GCSEs or equivalent, including English.
- Competent typing and keyboard skills.
Desirable
- Medical terminology training or qualification.
- AMSPAR qualification or equivalent medical secretarial training.
- Experience using eRS and GP clinical systems, e.g., EMIS Web.
Experience
Essential
- Experience working in an administrative or secretarial role.
- Experience handling confidential information.
- Experience communicating with patients, customers or service users.
- Experience working in a fast paced environment with competing priorities.
Desirable
- Previous experience in a GP practice, hospital, or other healthcare setting.
- Experience processing referrals and clinical documentation.
- Experience supporting clinicians or senior staff.
- Experience minutetaking or organising meetings.
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.
