Medical Secretary

NHS; Halifax; On-site; CAD 30,000 - 60,000; Part time

Job summary

A healthcare organization in Halifax is seeking an experienced Medical Secretary to provide essential administrative support in a busy GP surgery. The ideal candidate will be organized, confident, and capable of managing a varied workload while ensuring high-quality patient care. Responsibilities include managing communications, maintaining patient records, and liaising with healthcare professionals. The position offers 25 hours per week and a supportive team environment.

Qualifications

• Experience as a medical secretary in a healthcare setting.
• Experience in administrative duties and working with the public.
• Ability to work under pressure.

Responsibilities

• Transcribe clinical correspondence accurately.
• Manage incoming and outgoing communications.
• Maintain and update patient records.

Skills

Excellent communication skills

Strong IT skills

Time management

Problem solving

Flexibility

Education

GCSE in Mathematics and English (C or above)

NVQ Level 2 in Health and Social Care

Level 3 trained in Medical Terminology

Tools

Microsoft Office

Outlook

Job description

We are looking for an experienced and enthusiastic Medical Secretary to join our friendly team at a busy GP surgery, working 25 hours per week. This is a key role providing essential administrative and secretarial support to our clinical staff, helping to ensure the smooth delivery of high-quality patient care. The ideal candidate will be organised, professional, and confident in managing a varied workload in a fast-paced primary care environment. If you are committed to supporting both patients and healthcare professionals, we would be delighted to hear from you.

Main duties of the job

• Transcribe clinical correspondence, referrals, and reports accurately and in a timely manner.
• Manage incoming and outgoing communications, including phone calls, emails, and letters.
• Liaise with patients, hospitals, and external agencies on behalf of the clinical team.
• Maintain and update patient records using the practice\'s main clinical system (EMIS).
• Coordinate appointments, follow-ups, and administrative tasks to support smooth patient care.
• Assist with general administrative duties such as scanning, filing, and data entry.
• Handle confidential information with discretion and maintain patient confidentiality at all times.
• Process non-NHS work requests in a timely manner in line with GDPR requirements.

About us

Plane Trees Group Practice is a well-established and forward-thinking GP surgery providing high-quality, patient-centred care to approximately 9,200 registered patients. Based in a modern and accessible setting, we are proud to have been rated Good by the Care Quality Commission (CQC) and to be an active member of the North Halifax Primary Care Network (PCN).

Our experienced multidisciplinary team includes GPs, practice nurses, healthcare assistants, pharmacists, and dedicated administrative staff who work collaboratively to meet the needs of our diverse patient population. We embrace innovation and continuously seek to improve how we deliver care, using digital tools and clinical systems to enhance both efficiency and patient experience.

At Plane Trees, we foster a friendly, supportive, and inclusive working environment, and are committed to staff development, teamwork, and delivering compassionate care at the heart of our community.

Job responsibilities

• Administration
• Possess relevant administrative skills and qualifications and/or experience in line with the person specification to support the Practice needs
• Have knowledge and experience of medical terminology
• Prioritise workload in line with national, local and Practice targets and needs
• Manage, process and file NHS and private referrals
• Receive, report and process requests for medical reports, access to medical records
• Handle appropriate incoming and outgoing internal and external correspondence and action accordingly in line with Practice protocols
• Liaise with patients, hospitals, Health Authority and other outside agencies
• Carry out relevant administrative functions including scanning, photocopying and filing duties
• Provide an effective and efficient administrative and reception service in a professional manner, taking and passing on messages as necessary or as directed
• Respond to all queries and requests for assistance from patients and visitors, referring to appropriate person when necessary
• Update and file relevant documentation appropriately in medical records
• Maintain and update appropriate recording systems
• Process financial transactions according to Practice policy
• Have a thorough knowledge of all Practice policies and procedures
• Work in accordance with written protocols

Information Technology

• Administer patient referrals making appropriate use of information technology. Being aware of waiting and operating lists, where required and bookings
• Obtain and integrate relevant patient information with regards to medical reports and private work requests from outside agencies
• Produce reports and letters
• Maintain and manage appropriate systems to monitor non-NHS income
• Follow systems for data security and protection
• Identify and report potential problems and suggest changes to maximise IM&T systems.

Telecommunications

• Have working knowledge of telephone systems and other related equipment
• Possess an excellent telephone manner

Human Resources

• Attend and contribute to staff meetings
• Identify needs for own training

Other Tasks

• Ability to work within a team
• Ability to communicate with people at all levels
• Ensure building security
• Be familiar with and adhere to Practice policies and procedures ensuring that Patient confidentiality is maintained at all times
• Possess the ability to self-motivate, organise and prioritise own workload
• Undertake any other responsibilities, within the scope of the grade, agreed through consultation to maintain a high standard and efficient administrative service

This job description reflects current priorities and commitment and may alter as a result of service changes and can be varied after consultation with the postholder. You are requested to be flexible and the partners reserve the right to alter such fixed hours as may be considered necessary to ensure the Practice runs smoothly.

Person Specification

Experience

• Experience of working with the general public
• Experience of working in a healthcare setting as a medical secretary
• Experience of administrative duties

Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Qualifications

• Educated to GCSE in Mathematics and English (C or above)
• NVQ Level 2 in Health and Social Care
• Level 3 trained in Medical Terminology

Skills

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Other

• Flexibility to work outside of core office hours

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.

Starting rate: depends on experience.