Medical Secretary

Ashford Medical Partnership; Ashford; On-site; GBP 20,000 - 30,000; Full time

Job summary

A healthcare provider in Kent is seeking an experienced Medical Secretary to provide high-quality secretarial and administrative support. The ideal candidate will manage correspondence, maintain patient records, and liaise with various healthcare professionals to ensure effective patient care. Strong IT skills and experience in a GP or NHS setting are essential, as well as excellent communication and organizational abilities. This role requires maintaining confidentiality and supporting team efficiency.

Qualifications

• Experience audio typing or transcribing medical documents.
• Ability to handle confidential patient information effectively.
• Knowledge of NHS referral pathways.

Responsibilities

• Provide comprehensive secretarial support to clinicians.
• Manage incoming and outgoing correspondence via Docman and EMIS.
• Liaise with hospital departments for referrals and investigations.

Skills

Strong IT skills

Audio typing experience

Excellent communication skills

Organizational skills

Attention to detail

Education

Previous experience as a Medical Secretary

Experience in a GP Practice or NHS environment

Tools

Microsoft Office

EMIS

Docman

e-RS

Klinik or eConsult systems

Job description

To provide efficient, confidential, and high quality secretarial and administrative support to the GPs, clinical team, and management within Ashford Medical Partnership. The post holder will ensure the smooth flow of communication between patients, hospitals, and other healthcare professionals, supporting the delivery of safe and effective patient care.

Main duties of the job

Key Responsibilities:

• Provide comprehensive secretarial support to clinicians, including audio typing of medical correspondence, referrals, and reports.
• Manage incoming and outgoing correspondence via Docman and EMIS.
• Process electronic referrals (e‑RS), ensuring all necessary documentation is attached and sent within required timeframes.
• Maintain accurate and up‑to‑date patient records, adhering to confidentiality and data protection policies.
• Support the management of Klinik or other online consultation systems.
• Handle incoming calls and emails professionally, ensuring timely responses and appropriate action.
• Prioritise workload to meet deadlines while maintaining accuracy and attention to detail.

Clinical and Administrative Liaison

• Liaise with hospital departments, community services, and other healthcare providers to follow up on referrals and investigations.
• Support clinicians with administrative tasks related to Cardiology, Dermatology (Dermasight), and other specialist services.
• Coordinate patient appointments, follow‑ups, and correspondence where required.

Data Management and IT

• Use EMIS, e‑Referral Service, and other NHS systems competently.
• Maintain patient confidentiality in line with GDPR and practice policy.
• Generate and update reports and spreadsheets using Excel and other IT software.

Team Support and Professionalism

• Work collaboratively with the admin and clinical teams to ensure efficient service delivery.
• Contribute to improving processes and systems within the practice.
• Demonstrate a professional, friendly, and empathetic approach when dealing with patients and colleagues.
• Undertake training and development as required to maintain and enhance role competence.

About us

We are a friendly, proactive and forward‑thinking practice. We run our own independent PCN. As part of our recent growth, we are looking to recruit further staff members to complement our existing team.

The current workforce is led by 5 GP Partners, 6 Salaried GPs, 8 Allied Health Professionals, a large Nursing/HCA Team and our other highly skilled allied healthcare professionals. The clinical team is complimented by a General Manager and a large Administrative team consisting of reception, administrative and secretarial staff.

Person Specification

• Previous experience as a Medical Secretary or similar administrative role
• Experience in a GP Practice or NHS environment
• Strong IT skills, including Microsoft Office (especially Excel)
• Audio typing or transcription experience
• EMIS, Docman, e‑RS
• Excellent communication and organisational skills
• Knowledge of Klinik or eConsult systems
• High level of accuracy and attention to detail
• Familiarity with medical terminology
• Ability to manage confidential information appropriately
• Understanding of NHS referral pathways

Values and Behaviours

• Committed to providing high quality patient care.
• Reliable, flexible, and proactive in supporting the team.
• Maintains professionalism and compassion in all interactions.
• Upholds confidentiality and data protection standards at all times.

Qualifications

• Previous experience as a Medical Secretary or similar administrative role
• Experience in a GP Practice or NHS environment

Experience

• Strong IT skills, including Microsoft Office (especially Excel)
• Audio typing or transcription experience
• EMIS
• Docman
• e‑RS

Communication

• Excellent communication and organisational skills
• Knowledge of Klinik or eConsult systems

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.