Medical Secretary

NHS; Ashford; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare provider in Ashford is seeking a dedicated individual for a secretarial and administrative role. The post holder will support GPs and clinical teams, ensuring effective communication and patient care. Responsibilities include handling correspondence, managing patient records, and coordinating appointments. The ideal candidate will have experience as a Medical Secretary and strong IT skills, particularly with Microsoft Office. Commitment to high-quality patient care and professionalism is essential. This role offers a unique opportunity to contribute to a leading healthcare team.

Qualifications

• Previous experience as a Medical Secretary or similar administrative role.
• Audio typing or transcription experience is desirable.
• Familiarity with medical terminology.

Responsibilities

• Provide comprehensive secretarial support to clinicians, including audio typing.
• Manage incoming and outgoing correspondence via Docman and EMIS.
• Coordinate patient appointments and follow-ups.

Skills

Strong IT skills, including Microsoft Office (especially Excel)

Excellent communication skills

Organisational skills

Tools

EMIS

Docman

e-RS

Job description

Job summary

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.

Key Responsibilities

Secretarial and Administrative Duties

• 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 required documentation is attached and sent within the required time‑frames.
• Maintain accurate, 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.

Person Specification

Essential

• Previous experience as a Medical Secretary or similar administrative role.
• Strong IT skills, including Microsoft Office (especially Excel).
• Excellent communication and organisational skills.

Desirable

• Experience in a GP Practice or NHS environment.
• Audio typing or transcription experience.
• Emis, Docman and e‑RS knowledge.
• Knowledge of Klinik or eConsult systems.
• Familiarity with medical terminology.
• 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.

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: Ashford Medical Partnership
Address: Willesborough Health Centre, Bentley Road, Ashford, Kent, TN24 0HZ

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