Medical Secretary

NHS Jobs; Birmingham; On-site; GBP 19,000 - 26,000; Part time

Job summary

Shah Zaman Surgery in Castle Vale, Birmingham is seeking a Medical Secretary to provide essential secretarial and administrative support within a busy NHS GP practice.

The post holder will manage clinical correspondence, referrals and patient records, while working independently to prioritise tasks and provide reception support when required. Flexibility includes Extended Access cover and occasional extra hours to meet service needs.

Qualifications

• Experience in medical secretarial and administrative duties.
• Ability to manage workload independently and meet deadlines.
• Proficient with clinical systems and NHS processes.

Responsibilities

• Type letters, reports and documentation accurately and on time.
• Process clinical correspondence and referrals with hospitals and services.
• Answer incoming calls and direct enquiries to appropriate colleagues.
• Maintain referral records and monitor outstanding referrals.
• Enter information and apply SNOMED CT codes per procedures.
• Support reception and admin teams as needed.
• Ensure patient confidentiality and data governance compliance.

Skills

Typing letters

Administrative duties

Independent workload management

Tools

NHS e-Referral Service

SNOMED CT coding

Job description

Job title: Medical Secretary

Accountable to: Practice Manager

Hours: 29 hours per week, worked across four days.

Job Summary

The post-holder will undertake a wide range of medical secretarial and administrative duties, providing essential support to the multidisciplinary team at Shah Zaman Surgery, an NHS GP practice serving the local community in Castle Vale. The Medical Secretary will be responsible for processing information, managing clinical correspondence and referrals, maintaining accurate patient records and liaising with multidisciplinary team members and external organisations, including secondary care and community service providers, in accordance with practice policies and procedures. As the sole Medical Secretary within the practice, the post-holder will be responsible for managing and prioritising their own workload, working independently and ensuring tasks are completed accurately and within appropriate timescales. The post-holder will also support the administration and reception teams when required, including answering telephone calls and assisting patients attending the practice. Flexibility is essential, including a willingness to provide Extended Access cover and work additional hours when required to meet the needs of the service. The post-holder will be an integral member of the practice team and will contribute to the delivery of a safe, efficient and patient-centred service.

Mission Statement

We are dedicated to providing high-quality primary care services to our practice population without discrimination and in an environment that is safe for service users and practice staff.

Equality, Diversity and Inclusion

The post-holder must promote equality, diversity and inclusion and treat all patients, colleagues and visitors with dignity and respect. They must not discriminate on any grounds, including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. The post-holder must respect individual needs, cultural differences and lifestyles and contribute to an inclusive and supportive working environment.

Health, Safety and Fire Safety

The post-holder must comply with practice health and safety policies and relevant legislation, taking reasonable care of their own health and safety and that of colleagues, patients and visitors. They must identify and report hazards, maintain a safe working environment, follow fire safety procedures and cooperate with any relevant risk assessments or investigations.

Confidentiality and Information Governance

The post-holder must maintain strict confidentiality regarding all patient, staff and practice information. Patient information must only be accessed, used and disclosed in accordance with authorised duties, practice policies and applicable legislation. The post-holder must comply with data protection and information governance requirements, maintain secure records and report any actual or suspected confidentiality or information security breaches promptly.

Quality and Continuous Improvement

The post-holder is expected to contribute to the continuous improvement of practice services by identifying opportunities to improve administrative processes, sharing good practice and supporting initiatives that enhance patient care. They must follow practice policies and procedures and contribute to relevant audits, investigations and reviews as required.

Induction, Training and Development

The post-holder will complete the practice induction programme and all mandatory training relevant to their role. They are expected to identify their learning needs, participate in training and development activities, maintain their knowledge and skills, and attend regular appraisals with their line manager.

Collaborative Working and Communication

The post-holder must work effectively with GPs, clinical staff, administrative colleagues, reception staff and external healthcare organisations. They must communicate clearly and professionally, manage their time effectively, prioritise workload and use their initiative while recognising when advice or support is required.

Managing Information

The post-holder must use practice clinical systems and appropriate software to process, record and retrieve information accurately. Relevant clinical information must be coded using appropriate SNOMED CT codes in accordance with practice procedures and the level of training provided.

Service Delivery

The post-holder must comply with practice policies, procedures, protocols and relevant NHS guidance. They must support the effective delivery of services and adapt to changing operational requirements.

Security

The post-holder must follow practice security procedures, keep passwords and access codes confidential, secure sensitive information and report suspicious activity or security concerns to their line manager.

Professional Conduct and Appearance

The post-holder must maintain professional standards of conduct, dress appropriately for their role and treat patients, colleagues and visitors courteously and respectfully.

Leave Annual leave and public holiday entitlement will be provided in accordance with the practice's employment policies and the terms of the employment contract, calculated on a pro-rata basis where applicable.

Primary Key Responsibilities

• Type letters, reports and associated documentation accurately and within appropriate timescales.
• Process clinical correspondence and referrals, liaising with hospitals, community services and other healthcare professionals as necessary.
• Manage incoming enquiries effectively and direct them to the appropriate person or service.
• Maintain accurate referral records and monitor outstanding referrals where required.
• Monitor and action incoming emails and correspondence in a timely manner.
• Process patient calling and recall letters as requested.
• Scan documents and attach them to the correct patient healthcare records.
• Accurately enter relevant information and apply appropriate SNOMED CT clinical codes in accordance with practice procedures and training.
• Process referrals using the NHS e‑Referral Service (e‑Referral Service) and other relevant systems.
• Process requests for information, including subject access requests, insurance and solicitor requests, and DVLA forms, in accordance with practice policies and applicable legislation.
• Answer incoming telephone calls, deal with enquiries appropriately and transfer calls where necessary.
• Manage administrative queries and ensure they are directed to the appropriate member of the team.
• Conduct clinical system searches and extract information as requested and authorised.
• Support clinical staff with general administrative duties as required.
• Maintain an organised, clean and effective working area.
• Manage and prioritise the secretarial workload independently, ensuring urgent tasks identified and deadlines are met.
• Maintain patient confidentiality and comply with information governance requirements at all times.
• Follow practice policies and procedures relating to safeguarding adults and children, escalating concerns appropriately.
• Complete all mandatory training and induction requirements.
• Contribute to clinical governance, quality improvement and service development activities as required.
• Attend an annual appraisal and participate in regular reviews of performance, training needs and objectives.
• Undertake other reasonable duties appropriate to the role, depending on workload and staffing requirements.

Wider Responsibilities

• Participate in local initiatives to improve service delivery and patient care.
• Prepare meeting agendas and record minutes when required.
• Provide reception cover during staff absences or periods of increased demand.
• Support shared learning and the development of good practice across the team.
• Undertake opening and closing procedures in accordance with the practice duty rota, where required.
• Answer telephone calls, assist patients attending the surgery and support reception colleagues when necessary.
• Provide Extended Access cover when required, which may include working between 6:30 pm and 8:00 pm on Mondays, Thursdays and Fridays.
• Work additional hours when required, subject to the needs of the practice and applicable employment arrangements.
• Demonstrate flexibility in supporting the wider team and maintaining continuity of service.
• The post‑holder may be required to undertake other reasonable duties commensurate with the role and level of responsibility.