GP Practice Secretary/Administrator

NHS Jobs; Swindon; On-site; GBP 21,000 - 27,000; Full time

Job summary

Priory Road Medical Centre is seeking a capable Secretary / Administrator to support clinical and non-clinical teams with secretarial duties and robust administrative processes. The role focuses on handling referrals, correspondence, medical reports and confidential patient information with accuracy and discretion.

The post holder will work closely with GPs, clinicians and external organisations, managing a varied workload while maintaining a patient-focused, professional approach within the

Qualifications

• Excellent organisational skills and attention to detail.
• Ability to manage a varied workload with professionalism.
• Strong communication with patients and colleagues.

Responsibilities

• Secretarial support for clinical and administrative tasks.
• Process referrals, correspondence and medical reports accurately.
• Monitor referrals and maintain records.
• Liaise with hospitals and external providers.
• Ensure confidentiality and compliance with Data Protection.
• Provide general administrative support to the team.
• Support data quality and reporting initiatives.

Skills

Organisational skills

Attention to detail

Communication

Time management

Job description

The Secretary / Administrator will provide comprehensive secretarial and administrative support to the clinical and non-clinical teams at Priory Road Medical Centre. The postholder will play a key role in ensuring referrals, correspondence, medical reports and administrative processes are managed efficiently, accurately and confidentially in support of high-quality patient care. The role requires excellent organisational skills, attention to detail and the ability to manage a varied workload whilst maintaining a professional and patient-focused approach. The postholder will work closely with GPs, clinicians, administrative colleagues, hospitals and external organisations. As part of Wyvern Health Partnership, there may be opportunities in the future for cross-site working across partnership practices where service needs require.

Key Responsibilities

• Secretarial Support Process and type clinical correspondence, referral letters and medical reports accurately and within agreed timescales.
• Support clinicians with administrative tasks associated with patient care.
• Ensure all outgoing correspondence is completed to a high standard.
• Monitor referral pathways and ensure referrals are processed appropriately.
• Referral Management Process and track referrals to secondary and community care services.
• Liaise with hospitals and external healthcare providers regarding patient referrals and appointments.
• Investigate and resolve referral queries from patients and healthcare professionals.
• Maintain accurate referral records and report any delays or issues to clinicians or management.
• Medical Reports Administration Support the administration of insurance, solicitor and third-party medical reports.
• Monitor requests for medical information and ensure timely completion.
• Send completed reports and associated invoices to requesting organisations.
• Maintain records of requests, payments and outstanding invoices.
• Records Management Scan, code and file documentation into electronic patient records.
• Ensure patient information is accurate, complete and maintained in accordance with practice procedures.
• Assist with data quality and record management initiatives as required.
• Communication Act as a professional point of contact for patients and external organisations.
• Respond to enquiries efficiently and courteously.
• Maintain positive working relationships with colleagues and external stakeholders.
• General Administration Provide administrative support to the wider practice team.
• Assist with document management, filing and data entry.
• Support practice projects and service improvement initiatives when required.
• Undertake any other reasonable duties consistent with the overall purpose and grade of the role.

Confidentiality

The postholder will have access to confidential patient and business information and must maintain confidentiality at all times in accordance with Data Protection legislation, NHS guidance and practice policies.

Health and Safety

The postholder is responsible for complying with the practice's Health and Safety policies and procedures and for taking reasonable care of their own health and safety and that of others.

Equality and Diversity

The postholder will support the principles of equality, diversity and inclusion and treat patients, colleagues and visitors with dignity and respect at all times.

Personal Development

The postholder will participate in appraisal, mandatory training and continuing professional development appropriate to the role.