Job summary
To be responsible for delivering high-quality secretarial and administrative support to the clinical team. This includes typing medical correspondence, managing consultant diaries, processing referrals through the NHS e-Referral Service (e-RS), handling patient queries, and ensuring timely and accurate communication with internal departments and external healthcare providers.
The Medical Secretary will act as a key point of contact for patients, consultants, and administrative staff, ensuring efficient coordination of patient pathways and contributing to the smooth operation of clinical services.
Main duties of the job
The Medical Secretary will provide key administrative and secretarial support to the clinical team. Core duties include typing correspondence, managing diaries, handling patient referrals via e-RS, and liaising with both internal departments and external healthcare providers. The role also involves maintaining accurate records and ensuring smooth communication throughout the patient care process.
About us
The Law Medical Group Practice, is a long standing well established, well respected and well regarded teaching and training practice in NW London, Brent.
The practice operates across two sites; Willesden (main site), Wembley (branch site).
The practice have under new management undergone a significant amount of changes in the last two years, including the recent merger with another local practice.
The practice list is 18,000 patients.
The practice is paperlight uses Emis Web + Docman, Accurx, E-Consult,
The practice is well supported by:
5 GP Partners
1 Non Clinical Managing / Executive Partner
4 Salaried GP's
1 Advanced Nurse Practitioner
2 Physician Associates
2 Practice Nurses
4 phlebotomists / Healthcare Assistants
3 Practice Based Clinical Pharmacists
1 Pharmacy technician
2 Social Prescribers
2 In-House First Contact Physiotherapists
1 In-House Dietician
The practice provides:
E-Consultations
Telephone Triage
Minor Surgery & Cryotherapy
Family Planning
Minor Ailment clinics
Respiratory Clinics
Ante-natal / Well baby / Mum clinics
A dietician visits the branch site in Wembley
A community midwife visits the main site in Willesden
The practice is well supported by:
Operations Manager
Assistant Manager
2 x lead receptionist and facilities leads
2 x practice secretaries
Finance assistant
IT Data Analyst
Approx 20 admin, clerical and reception staff members
Job description
Job responsibilities
We are seeking a proactive and organised Medical Secretary to provide high-quality administrative support to our clinical team. This is a fixed-term position until December 2025, with full-time or part-time options available. Candidates must have working knowledge of the NHS e-Referral Service (e-RS).
Key Responsibilities:
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Type patient letters, discharge summaries, and general correspondence as dictated by the clinical team.
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Manage the diary of named consultant(s), including appointments and meeting coordination.
-
Open and prioritise all incoming mail and take appropriate action.
-
Respond efficiently to telephone calls and emails from patients, carers, and healthcare professionals, referring to relevant departments or agencies when necessary.
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Ensure all investigation results are available to clinical staff, signed, acted upon, and filed correctly.
-
Maintain and organise medical case notes appropriately.
-
Acquire and apply necessary medical terminology.
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Manage the consultants waiting list and provide guidance to patients on the admission process.
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Liaise with the Access Department and outpatient team as needed to coordinate patient admissions and appointments.
-
Action fast-track referrals promptly to ensure timely appointments.
-
Keep relevant departments informed of consultant and team members annual or study leave.
-
Support colleagues by offering guidance, advice, and assisting with the training of new staff.
-
Adhere to confidentiality and data protection policies regarding all patient information.
Essential:
Job description
Job responsibilities
We are seeking a proactive and organised Medical Secretary to provide high-quality administrative support to our clinical team. This is a fixed-term position until December 2025, with full-time or part-time options available. Candidates must have working knowledge of the NHS e-Referral Service (e-RS).
Key Responsibilities:
-
Type patient letters, discharge summaries, and general correspondence as dictated by the clinical team.
-
Manage the diary of named consultant(s), including appointments and meeting coordination.
-
Open and prioritise all incoming mail and take appropriate action.
-
Respond efficiently to telephone calls and emails from patients, carers, and healthcare professionals, referring to relevant departments or agencies when necessary.
-
Ensure all investigation results are available to clinical staff, signed, acted upon, and filed correctly.
-
Maintain and organise medical case notes appropriately.
-
Acquire and apply necessary medical terminology.
-
Manage the consultants waiting list and provide guidance to patients on the admission process.
-
Liaise with the Access Department and outpatient team as needed to coordinate patient admissions and appointments.
-
Action fast-track referrals promptly to ensure timely appointments.
-
Keep relevant departments informed of consultant and team members annual or study leave.
-
Support colleagues by offering guidance, advice, and assisting with the training of new staff.
-
Adhere to confidentiality and data protection policies regarding all patient information.
Essential:
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including Mathematics and English (Grade C or above)
- AMSPAR Medical Secretary Qualification or equivalent
- NVQ Level 2 (or above) in Business Administration, Health and Social Care, or a related field
Experience
Essential
- Experience in a medical secretary or administrative support role
- Experience working with the general public or patients in a professional setting
- Proficient use of the NHS e-Referral Service (e-RS)
Desirable
- Previous experience within a healthcare environment
- Familiarity with clinical systems such as EMIS or SystmOne
- Experience managing consultant diaries and handling medical correspondence
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including Mathematics and English (Grade C or above)
- AMSPAR Medical Secretary Qualification or equivalent
- NVQ Level 2 (or above) in Business Administration, Health and Social Care, or a related field
Experience
Essential
- Experience in a medical secretary or administrative support role
- Experience working with the general public or patients in a professional setting
- Proficient use of the NHS e-Referral Service (e-RS)
Desirable
- Previous experience within a healthcare environment
- Familiarity with clinical systems such as EMIS or SystmOne
- Experience managing consultant diaries and handling medical correspondence
