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Poplar House Surgery

GP Medical Secretary

The closing date is 17 July 2025

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Job summary

An exciting opportunity has arisen for an experienced Medical Secretary to join our friendly surgery. We are looking for a candidate full of enthusiasm with drive and determination who is ready for a challenge, to join our team of Reception and Administration staff.

Main duties of the job

We are looking for an experienced Medical Secretary who is friendly and enthusiastic to provide a high quality administration to our clinical team and Practice. The scope of this role will include sending referrals, creating private letters, working closely with the Clinical team and to always be aware and upto date with changes to the referrals processes and policies.

The successful candidate will also be confident, have excellent organisations skills, be able to self-manage and be IT proficient.

About us

We are a friendly and committed family practice compromising of 2 GP partners, 2 Salaried GP, Physician associate, 2 Practice Nurses, 3 HCA's and a supportive and experienced administration and Reception team.

We have a list size of approximately 6700 patients, we use EMIS Web as our clinics system with Docman 10 used for document management. We are also now on PATCHS.

We also form part of the Lytham St Annes Primary care network with 4 other Practices.

Details

Date posted

16 July 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A3568-25-0003

Job locations

The Health Centre

Durham Avenue

St Annes

Lancashire

FY8 2EP


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:

Typing letters, reports and associated documentation as required

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

Managing all enquiries in an effective manner

Maintaining an accurate referrals database

Actioning incoming emails

Processing calling letters as requested

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

Inputting data into the patients healthcare records as necessary

Processing referrals using the electronic referral system (ERS)

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

Coding data on the clinical IT system

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

Managing all administrative queries as necessary

Carrying out system searches as requested

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

Supporting all clinical staff with general administrative tasks as requested

Produce meeting agendas and record minutes of meetings

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:

Typing letters, reports and associated documentation as required

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

Managing all enquiries in an effective manner

Maintaining an accurate referrals database

Actioning incoming emails

Processing calling letters as requested

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

Inputting data into the patients healthcare records as necessary

Processing referrals using the electronic referral system (ERS)

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

Coding data on the clinical IT system

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

Managing all administrative queries as necessary

Carrying out system searches as requested

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

Supporting all clinical staff with general administrative tasks as requested

Produce meeting agendas and record minutes of meetings

Person Specification

Experience

Essential

  • Experience of working in a GP Surgery
  • Experience of GP Admin
  • Experience of GP Secretarial workload
Person Specification

Experience

Essential

  • Experience of working in a GP Surgery
  • Experience of GP Admin
  • Experience of GP Secretarial workload

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

Poplar House Surgery

Address

The Health Centre

Durham Avenue

St Annes

Lancashire

FY8 2EP


Employer's website

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

Employer details

Employer name

Poplar House Surgery

Address

The Health Centre

Durham Avenue

St Annes

Lancashire

FY8 2EP


Employer's website

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

Employer contact details

For questions about the job, contact:

Practice Manager

Alahna Canning

alahna.canning@nhs.net

01253202300

Details

Date posted

16 July 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A3568-25-0003

Job locations

The Health Centre

Durham Avenue

St Annes

Lancashire

FY8 2EP


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