GP Medical Secretary

NHS; Hastings; On-site; GBP 13,000; Part time

Job summary

A healthcare provider in Hastings is seeking a dedicated part time Medical Secretary to provide administrative support to the clinical team. This role involves managing diaries, handling patient queries, and coordinating referrals while ensuring a smooth operation in a busy medical practice. Ideal candidates should have strong organizational skills and previous experience in healthcare administration, with proficiency in EMIS and MS Office. The position offers competitive pay at £12,698 annually based on 20 hours per week.

Qualifications

• Proven office experience in a healthcare setting.
• Strong organizational and communication skills.
• Proficiency in handling sensitive information professionally.

Responsibilities

• Provide secretarial and administrative support to the clinical team.
• Manage diaries and coordinate appointments efficiently.
• Liaise with patients and healthcare providers to ensure smooth operations.

Skills

Organizational skills

Communication skills

Confidentiality

Attention to detail

Education

GCSE grade A-C in English and Maths

Tools

EMIS

MS Office (Word, Excel, Outlook)

Docman

Job description

We are seeking a dedicated and organised and experienced Medical Secretary to join our GP practice team part time of 20 hours per week. The successful candidate will play a vital role in ensuring the smooth operation of the medical practice by providing comprehensive administrative support. This position offers an excellent opportunity for individuals with office and administrative experience to contribute to patient care and clinic efficiency in a professional environment.

EMIS, eRS and Docman preferrable. Previous experience with iGPR desirable.

Job summary

To provide high-quality secretarial and administrative support to our clinical team. The role involves typing medical correspondence, managing diaries, handling patient queries, and ensuring timely, accurate communication with internal departments and external healthcare providers. As a key point of contact for patients, clinical staff, and administrative staff, the Medical Secretary will help coordinate patient referral pathways and contribute to the smooth and efficient running of clinical services as well as compiling medical records and private reports.

Main duties of the job

Main Duties

• Provide essential administrative and secretarial support to the clinical team to ensure the smooth running of services.
• Type and prepare medical correspondence accurately and in a timely manner.
• Manage clinician diaries and support the coordination of appointments and workloads.
• Process routine and urgent patient referrals via e-RS and email, ensuring appropriate actions are taken.
• Liaise effectively with internal teams and external healthcare providers to support patient care pathways.
• Act as a point of contact for patient enquiries, providing clear and professional responses.
• Provide senior administrative support to the Practice Manager, GPs, and wider admin team with day to day tasks.
• Assist with private patient work, including insurance reports, IGPR, private letter requests, and subject access requests (SARs).
• Create referrals from incoming paperwork and ensure accurate record-keeping.
• Assist with QOF recalls and related administrative processes.
• To monitor the generic email inbox daily and action all requests.
• Support with minute taking when and if required by Practice Manager.

About us

The Station Practice is based near Hastings train station and close to the high street. We serve 18,000 patients and believe patient care is central to everything we do.

We are a highly progressive, busy training practice, with patient care and high service levels at the heart of what we do. We are members of both the Integrated Healthcare GP federation and Hastings and St Leonards Primary Care Network.

Job responsibilities

Main Duties

• Provide essential administrative and secretarial support to the clinical team to ensure the smooth running of services.
• Type and prepare medical correspondence accurately and in a timely manner.
• Manage clinician diaries and support the coordination of appointments and workloads.
• Process routine and urgent patient referrals via eRS and email, ensuring appropriate actions are taken.
• Liaise effectively with internal teams and external healthcare providers to support patient care pathways.
• Act as a point of contact for patient enquiries, providing clear and professional responses.
• Provide senior administrative support to the Practice Manager, GPs, and wider admin team with day to day tasks.
• Assist with private patient work, including insurance reports, private letter requests, and subject access requests (SARs).
• Create referrals from incoming paperwork and ensure accurate record-keeping.
• Assist with QOF recalls and related administrative processes.
• To monitor the generic email inbox daily and action all requests.
• Support with minute taking when and if required by Practice Manager.

To carry out administrative related tasks within the administration team as delegated by the Practice Manager.

Requirements

• Proven office experience with strong organisational skills.
• Previous administrative experience within a healthcare using EMIS web is highly desirable.
• Excellent communication skills, both written and verbal.
• Proficiency in MS Office applications (Word, Excel, Outlook).
• Knowledge of IGPR and SAR requests is highly desirable.
• Ability to handle sensitive information with confidentiality and professionalism.
• Strong attention to detail and organisational abilities.
• Ability to work efficiently under pressure whilst maintaining a friendly demeanour.
• A proactive attitude with the ability to prioritise tasks effectively.

This role is ideal for motivated individuals seeking to utilise their administrative expertise within a healthcare environment. The position offers an engaging workplace where attention to detail and excellent organisational skills are highly valued.

Person Specification

Qualifications

• GCSE grade A-C in English and Maths.
• Experience with SARS and IGPR desirable.
• Experience with EMIS and DOCMAN desirable.

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.

£12,698 a yearbased on part time of 20 hours per week