Lead Medical Secretary

NHS; Bexhill-on-Sea; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization is seeking an experienced Lead Medical Secretary to manage their team and ensure effective administrative operations. The ideal candidate will have strong IT and typing skills, alongside a solid understanding of medical terminology. This full-time role requires flexibility in working hours to cover holidays and sickness, and offers a permanent contract based in Bexhill-on-Sea.

Qualifications

• Attention to detail is essential.
• Ability to manage time effectively.
• Awareness of data protection and patient confidentiality.

Responsibilities

• Manage day-to-day team operations, ensuring adequate staffing.
• Process referral letters and manage electronic filing.
• Respond to enquiries from GPs and team members.

Skills

Good IT skills

Touch typing skills

Knowledge of medical terminology

Effective communication

Organisational skills

Education

GCSEs (A‑C/4‑9) including Maths and English

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

EMIS clinical system

Job description

Job Summary

Dr Stocks and Partners are looking to recruit an experienced Lead Medical Secretary to join our expanding team. This post is approximately 37.5 hours per week. Working pattern to be discussed at interview. Hours to be worked at both our Little Common and Bexhill Old Town Surgery sites. Must be flexible to provide holiday and sickness cover when required. Candidates to possess good IT and touch typing skills; knowledge of medical terminology is essential.

Main Duties and Responsibilities

There may be a requirement to carry out other tasks; dependent upon factors as workload and staffing levels. Practice policies and protocols should be followed. Strict confidentiality should be maintained.

Team Management

• Manage the day-to-day running of the team, ensuring adequate staffing and effective workflow management.
• Authorise team annual leave and ensure appropriate cover is maintained.
• Conduct annual appraisals, return-to-work interviews, regular 1:1 meetings, and team meetings.
• Lead on recruitment activities, shortlisting, interviewing, onboarding new team members.
• Provide training, mentoring, support to ensure team members are equipped to perform effectively.
• Promote a positive, collaborative, and high‑performing team culture.

Referral and Correspondence

• Process referral letters to secondary care and other healthcare providers in accordance with practice procedures.
• Manage electronic filing, ensuring accurate and timely processing, sending, and storage of correspondence.
• Handle medical reports for insurance companies.
• Undertake photocopying, scanning, and filing of documents to maintain accurate records.
• Comply with confidentiality and data protection standards.

Enquiries and Communications

• Respond promptly to enquiries from GPs, and other members of the practice team via electronic systems and email.
• Communicate effectively with stakeholders to support efficient patient care and administrative processes.
• Communications handled professionally and sensitively.

About Us

We are a friendly practice of 9 GP partners and 4 salaried GP's split across two sites.

Long established multi‑speciality training practice.

Excellent management & admin team support.

GP Personal lists.

Lead practice for Bexhill Primary Care Network with partner as Clinical Director.

EMIS Web.

High QoF achievement.

CQC rating Good throughout.

Job Details

Date posted: 04 November 2025

Pay scheme: Other

Salary: Depending on experience

Contract: Permanent

Working pattern: Full‑time

Reference number: A0095-22-0819

Job locations:

• 82 Cooden Sea Road, Bexhill‑on‑sea, East Sussex, TN39 4SP (Little Common Surgery)
• 13 De La Warr Road, Bexhill‑on‑sea, East Sussex, TN40 2HG (Old Town Surgery)

Person Specification

Qualifications Essential

• GCSEs (A‑C/4‑9) or equivalent including Maths and English.
• Proven working knowledge of Microsoft Office Word, Excel, PowerPoint & Outlook.
• Effective and professional communication.
• Methodical, highly organised and analytical.
• Attention to detail.
• Ability to prioritise and manage time effectively.
• Awareness and understanding of data protection and patient confidentiality.
• Responsible and flexible.
• Knowledge of the EMIS clinical system and e‑referrals.

Desirable

• Qualifications in typing/word processing.
• Customer service experience.
• Working to and achieving deadlines.
• Ability to work independently and within a team.
• Ability to work under pressure.
• Self‑motivated and team driven.
• Experience of working in primary care.

Special Requirements of the Post

• Good word processing and computer skills.
• An ability to work without direct supervision.
• An ability to take responsibility.
• An ability to organise own workload.
• Excellent communication skills.
• To adhere to the need for strict confidentiality.
• Flexibility to cover holidays and sickness.
• Accuracy and attention to detail.
• Able to work under pressure.

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.

Employer Details

Employer name: Little Common Surgery

Address: 82 Cooden Sea Road, Bexhill‑on‑sea, East Sussex, TN39 4SP

Employer's website: https://www.oldtownsurgery.org.uk/ (Opens in a new tab)