Job summary
The
post holder will be a proactive and effective member of Lister House Surgery's
Secretarial team and provide high-quality, flexible administrative support
across the wider practice in line with operational needs.
Within
the secretarial function, the role will contribute to the delivery of a
comprehensive and efficient service, including the accurate and timely typing
of letters and referrals. This work supports clinicians in delivering safe,
effective, and patient-centred care. The post holder will utilise a range of
digital systems, including TPP SystmOne and the NHS e-Referral Service,
ensuring all tasks are completed to a high standard while maintaining strict confidentiality.
In addition to core secretarial duties, the post
holder will undertake a range of administrative responsibilities to support the
wider practice. This work will be undertaken flexibly in response to capacity
and business need.
Administrative responsibilities may include, but are
not limited to, the processing of Personal Independence Payment (PIP) forms and
Subject Access Requests (SARs), supporting patient services functions, and
contributing to quality improvement initiatives. The post holder will be
adaptable to changing priorities and will provide cross-functional
administrative support to ensure the smooth and effective running of the
practice.
Main duties of the job
Provide a comprehensive secretarial and administrative service to support the delivery of high-quality patient care. Accurately type and process clinical correspondence, referrals, letters, and reports using systems such as TPP SystmOne and the NHS e-Referral Service, ensuring all work is completed within agreed timescales.
Coordinate cancer referrals in line with national and local guidance. Manage daily queries from patients, clinicians, and external services via post, email, and telephone. Maintain and update patient records in line with practice policies, ensuring accuracy and accessibility.
Process medical reports, Subject Access Requests (SARs), PIP forms, and other administrative workstreams in a timely and compliant manner. Monitor and manage task workflows, ensuring all items are actioned appropriately.
Support the development and updating of practice protocols and procedures. Undertake routine administrative duties including document scanning and post handling.
Assist with staff induction and training, including supporting clinicians with systems such as dictation tools and Pathfinder, and training new Medical Secretaries.
Provide flexible administrative support across the practice, contributing to service delivery, quality improvement initiatives, and the smooth day-to-day running of operations.
About us
At Lister House, were more than just a GP practice - were a supportive, forward-thinking team dedicated to making a real difference in our community.
Our mission is simple: to provide high-quality, accessible, and patient-centred care that helps people live healthier lives. We pride ourselves on treating everyone with kindness, dignity and respect, while working together to continuously improve what we do.
We believe in collaboration, innovation, and supporting each other to achieve the best outcomes - for our patients and our team.
If youre looking for a workplace where your ideas are valued, your development is encouraged, and your work truly matters, Lister House could be the perfect fit.
Job description
Job responsibilities
Secretarial
Responsibilities
-
Provide an effective and
comprehensive secretarial service to the practice, including the accurate
typing of clinical correspondence, letters, and reports to support the delivery
of high-quality patient care. This will involve the use of a range of digital
systems, including TPP SystmOne and the NHS e-Referral Service.
-
Transcribe and process
referral letters, ensuring they are completed and forwarded to the appropriate
departments within agreed timescales.
-
Coordinate the cancer
referral process in line with national and local guidance and protocols.
-
Manage and respond to a
range of queries received daily via post, email, and telephone from patients,
clinicians, and external services.
-
Maintain and update patient
records using GP clinical systems and associated software in line with practice
policies, ensuring records are always up to date and available for
clinical staff.
-
Process medical reports and requests from patients and
their representatives, ensuring these are managed in a timely and accurate
manner.
-
Monitor and manage task workflows on a daily basis,
ensuring all items are actioned appropriately and within required timescales.
-
Monitor and update practice protocols and standard
operating procedures in line with system or process changes.
-
Undertake routine administrative tasks associated with
the secretarial function, including the scanning of documents and franking of
outgoing post.
-
Assist in training new clinicians in the use of tools
such as Derbyshire Pathfinder and dictation systems.
-
Contribute to the induction of new staff by providing
an overview of secretarial processes.
-
Train new Medical Secretaries to the expected standard working
alongside the training schedule.
Cross-Functional Administrative Support
-
Flexibly undertake a range of administrative tasks to
support the wider practice in response to capacity and operational need.
-
Handle administrative workstreams such as Personal
Independence Payment (PIP) forms and Subject Access Requests (SARs) in line
with practice policies and statutory requirements.
-
Provide administrative support to patient services and
other practice teams as required.
-
Aid the delivery of practice-wide initiatives and
quality improvement projects through high-quality administrative support.
- Adapt to changing priorities to ensure the smooth and
effective running of the practice.
In addition to the primary responsibilities, the post
holder may be requested to:
- Attend
internal meetings
- Complete
online training modules
Job description
Job responsibilities
Secretarial
Responsibilities
-
Provide an effective and
comprehensive secretarial service to the practice, including the accurate
typing of clinical correspondence, letters, and reports to support the delivery
of high-quality patient care. This will involve the use of a range of digital
systems, including TPP SystmOne and the NHS e-Referral Service.
-
Transcribe and process
referral letters, ensuring they are completed and forwarded to the appropriate
departments within agreed timescales.
-
Coordinate the cancer
referral process in line with national and local guidance and protocols.
-
Manage and respond to a
range of queries received daily via post, email, and telephone from patients,
clinicians, and external services.
-
Maintain and update patient
records using GP clinical systems and associated software in line with practice
policies, ensuring records are always up to date and available for
clinical staff.
-
Process medical reports and requests from patients and
their representatives, ensuring these are managed in a timely and accurate
manner.
-
Monitor and manage task workflows on a daily basis,
ensuring all items are actioned appropriately and within required timescales.
-
Monitor and update practice protocols and standard
operating procedures in line with system or process changes.
-
Undertake routine administrative tasks associated with
the secretarial function, including the scanning of documents and franking of
outgoing post.
-
Assist in training new clinicians in the use of tools
such as Derbyshire Pathfinder and dictation systems.
-
Contribute to the induction of new staff by providing
an overview of secretarial processes.
-
Train new Medical Secretaries to the expected standard working
alongside the training schedule.
Cross-Functional Administrative Support
-
Flexibly undertake a range of administrative tasks to
support the wider practice in response to capacity and operational need.
-
Handle administrative workstreams such as Personal
Independence Payment (PIP) forms and Subject Access Requests (SARs) in line
with practice policies and statutory requirements.
-
Provide administrative support to patient services and
other practice teams as required.
-
Aid the delivery of practice-wide initiatives and
quality improvement projects through high-quality administrative support.
- Adapt to changing priorities to ensure the smooth and
effective running of the practice.
In addition to the primary responsibilities, the post
holder may be requested to:
- Attend
internal meetings
- Complete
online training modules
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics and English (C/4 or above)
- Good standard of education with excellent literacy and numeracy skills
Skills
Essential
- Good working knowledge of Microsoft Office applications
- Excellent keyboard, typing, and computer skills
- Strong interpersonal skills and the ability to communicate effectively with a wide range of people
- Ability to self-motivate, organise, and prioritise workload effectively
- High attention to detail and accuracy (e.g. when preparing referral letters or handling patient records)
- Confidence and ability to approach clinical staff to clarify issues from audio or written material
Experience
Essential
- Previous experience in a medical secretarial or administrative role
- Experience managing and prioritising a varied workload in a busy office environment
Desirable
- Experience working in a GP practice or NHS setting
- Experience using SystmOne (or similar clinical system)
- Knowledge of medical terminology
Personal Qualities
Essential
- Team player with a collaborative approach
- Flexible and adaptable to changing priorities
- Fast learner with a can-do attitude
- Motivated and proactive
- Ability to use initiative and judgement
- Reliable, consistent, and professional
- Good listener and communicator
- Commitment to maintaining confidentiality
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics and English (C/4 or above)
- Good standard of education with excellent literacy and numeracy skills
Skills
Essential
- Good working knowledge of Microsoft Office applications
- Excellent keyboard, typing, and computer skills
- Strong interpersonal skills and the ability to communicate effectively with a wide range of people
- Ability to self-motivate, organise, and prioritise workload effectively
- High attention to detail and accuracy (e.g. when preparing referral letters or handling patient records)
- Confidence and ability to approach clinical staff to clarify issues from audio or written material
Experience
Essential
- Previous experience in a medical secretarial or administrative role
- Experience managing and prioritising a varied workload in a busy office environment
Desirable
- Experience working in a GP practice or NHS setting
- Experience using SystmOne (or similar clinical system)
- Knowledge of medical terminology
Personal Qualities
Essential
- Team player with a collaborative approach
- Flexible and adaptable to changing priorities
- Fast learner with a can-do attitude
- Motivated and proactive
- Ability to use initiative and judgement
- Reliable, consistent, and professional
- Good listener and communicator
- Commitment to maintaining confidentiality
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.
