Job summary
As a Medical Secretary, you will play a pivotal role within
our administrative hub. You will be responsible for delivering high-quality
secretarial and administrative support to our doctors, nurses, and allied
health professionals. Your work will help facilitate the smooth running of
clinics and ensure timely communication with patients, healthcare
professionals, hospitals, and service providers.
Main duties of the job
Transcribing and typing clinical correspondence, including
referral letters, dictations, and medical reports.
Managing incoming and outgoing communications, such as
emails, telephone calls, and post, with sensitivity and confidentiality.
Liaising and having good communication with hospital departments, external agencies, and
other healthcare providers to coordinate appointments and convey information
promptly.
Maintaining accurate and up-to-date patient records using
the clinical system (training provided if required).
Assisting clinicians with administrative tasks, including
managing diaries, chasing test results, and arranging meetings.
Ensuring all correspondence is actioned and filed in a
timely manner.
Supporting the wider reception and administrative teams as
needed during busy periods or staff absences.
About us
Our surgery is committed to providing outstanding healthcare
to our community. We strive for excellence in all aspects of patient care and
administration, and our staff work collaboratively to ensure every patients
journey is as smooth and positive as possible. You will be part of a vibrant and supportive team.
Job description
Job responsibilities
Key Elements
Enquires from Patients are efficiently and courteously handled
All referral, administration correspondence, filing and record keeping of administration documents are undertaken.
Specific Tasks:
Typing referrals/letters/admin etc.
Type referrals/letters memo's etc. from wither tasks, scans or hand written notes
Filing
Fast Track referrals
Raise in patients records onto eRS. Write details of fast track referrals in book.
Periodically check that all fast track referrals have been issued an appointment date at hospital.
eRS Referrals
Raise eRS referrals in patients records
Keep track that patients have booked appointments
Email appropriate departments
Update patients records
Scanned Documents
Read to see what is required and action as appropriate to complete documents in a timely manner
Telephone
Answer internal and external calls - patient and clinicians enquiries
Keeping system up to date
Keep computer information up to date (letterheads, referral forms etc.)
Upload new letters and referral forms onto SystemOne
The post holder may be requested to perform other reasonable tasks within the remit of the post.
Job description
Job responsibilities
Key Elements
Enquires from Patients are efficiently and courteously handled
All referral, administration correspondence, filing and record keeping of administration documents are undertaken.
Specific Tasks:
Typing referrals/letters/admin etc.
Type referrals/letters memo's etc. from wither tasks, scans or hand written notes
Filing
Fast Track referrals
Raise in patients records onto eRS. Write details of fast track referrals in book.
Periodically check that all fast track referrals have been issued an appointment date at hospital.
eRS Referrals
Raise eRS referrals in patients records
Keep track that patients have booked appointments
Email appropriate departments
Update patients records
Scanned Documents
Read to see what is required and action as appropriate to complete documents in a timely manner
Telephone
Answer internal and external calls - patient and clinicians enquiries
Keeping system up to date
Keep computer information up to date (letterheads, referral forms etc.)
Upload new letters and referral forms onto SystemOne
The post holder may be requested to perform other reasonable tasks within the remit of the post.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
- Disclosure Barring Service (DBS) check
Desirable
- Secretarial Qualification or experience
- Familiar with SystmOne
Experience
Essential
- Has previous experience as a medical secretary, administrator, or similar role (NHS or primary care experience highly desirable but not essential).
- Is a proficient typist with excellent attention to detail and accuracy.(Typist Qualification is desirable but not essential)
- Demonstrates strong organisational and time management skills, able to prioritise effectively and work to deadlines.
- Possesses outstanding verbal and written communication skills.
- Can deal with sensitive and confidential information in a professional manner.
- Is IT literate and confident in the use of Microsoft Office and clinical IT systems (training will be provided).
- Displays a caring, patient-centred approach, and enjoys working as part of a multidisciplinary team.
Desirable
- Experience of working in a GP practice
- Typist qualifications
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
- Disclosure Barring Service (DBS) check
Desirable
- Secretarial Qualification or experience
- Familiar with SystmOne
Experience
Essential
- Has previous experience as a medical secretary, administrator, or similar role (NHS or primary care experience highly desirable but not essential).
- Is a proficient typist with excellent attention to detail and accuracy.(Typist Qualification is desirable but not essential)
- Demonstrates strong organisational and time management skills, able to prioritise effectively and work to deadlines.
- Possesses outstanding verbal and written communication skills.
- Can deal with sensitive and confidential information in a professional manner.
- Is IT literate and confident in the use of Microsoft Office and clinical IT systems (training will be provided).
- Displays a caring, patient-centred approach, and enjoys working as part of a multidisciplinary team.
Desirable
- Experience of working in a GP practice
- Typist 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.