Administrative Secretary

The Methodist Church in Britain; Nottingham; On-site; GBP 21,000 - 26,000; Full time

Job summary

Eleanor Cross Healthcare is seeking an administrative secretary to provide essential secretarial and admin support across two GP practice sites. You will handle patient contacts, processing referrals via eRS, GDPR-compliant record updates and maintain confidential information with discretion.

Key duties include managing a busy inbox, assisting with diaries and meetings, taking payments, and supporting clinical and non-clinical staff during sickness and peak periods.

Qualifications

• Strong customer service focus.
• Ability to work effectively as part of a team.
• Good IT skills, including Microsoft Office.
• Ability to manage workload and multitask in a busy environment.

Responsibilities

• Act as point of contact for patients in person and by phone, directing and escalating enquiries.
• Scan, process and action incoming correspondence.
• Process routine and 2WW referrals via eRS, email and letter.
• Monitor and action shared inbox emails and SMS patient responses.
• Read code and update patient records accurately, including registration and deduction tasks and SystmOne tasks.
• Process SARs, iGPR and Online/Proxy Access record reviews.
• Take payments and process non-NHS work requests from patients and external organisations.
• Answer calls promptly, signpost patients and transfer calls to the right staff.
• Process A&G, prior approval and expedite requests.
• Support clinical and non-clinical staff with office duties, including sickness and leave cover.
• Initiate and follow the death protocol when a patient death is notified.
• Conduct audits and compile meeting paperwork.

Skills

Customer service

Teamwork

IT skills (MS Office)

Multitasking

Tools

SystmOne

AccuRx

ANIMA

Job description

Administrative secretary post at Eleanor Cross Healthcare, a two-site GP practice with nearly 20,000 patients, providing secretarial and admin support to patients and the multidisciplinary team. The work covers patient contact and calls, processing correspondence and referrals on eRS, record updates and information requests, all under NHS, GDPR and confidentiality rules. The role needs flexibility to work across both sites and to cover sickness and leave in busy periods. Telephone manner, organisation and IT skills are central to fit.

What the job involves

• Act as point of contact for patients in person and by phone, directing and escalating enquiries
• Scan, process and action incoming correspondence
• Process routine and 2WW referrals via eRS, email and letter
• Monitor and action shared inbox emails and SMS patient responses
• Read code and update patient records accurately, including registration and deduction tasks and SystmOne tasks
• Process SARs, iGPR and Online/Proxy Access record reviews
• Take payments and process non-NHS work requests from patients and external organisations
• Answer calls promptly, signpost patients and transfer calls to the right staff
• Process A&G, prior approval and expedite requests
• Support clinical and non-clinical staff with office duties, including sickness and leave cover
• Initiate and follow the death protocol when a patient death is notified
• Conduct audits and compile meeting paperwork

Experience

• Strong customer service focus
• Ability to work effectively as part of a team
• Good IT skills, including Microsoft Office
• Ability to manage workload and multitask in a busy environment

Skills & knowledge

• Excellent communication and interpersonal skills
• Strong organisation and time management
• Strong attention to detail
• Flexibility to work across two sites
• Willingness to undertake training and development
• Commitment to equality, diversity and patient-centred care

Nice to have

• Understanding of safeguarding
• Understanding of medical terminology
• Understanding of coding
• GDPR and data protection knowledge
• Knowledge of SystmOne, AccuRx and ANIMA
• Previous experience in a GP practice or healthcare setting
• Experience handling confidential information