Medical Secretary

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

Job summary

NHS Jobs in the United Kingdom is seeking a Medical Secretary to provide high-quality secretarial support across three practice sites. You will assist with referrals, correspondence, and admin tasks while maintaining confidential patient records and ensuring timely service.

The role requires efficient audio/copy typing, management of e-RS referrals, and coordination with clinicians and management teams, upholding GDPR and data governance.

Qualifications

• Provide high-quality confidential medical secretarial support to GPs and clinicians.
• Efficient processing of referrals, correspondence and admin tasks.
• Maintain accurate electronic patient records and filing.
• Maintain secure administrative systems and comply with practice procedures.
• Support updating templates, proformas and reports as required.

Responsibilities

• Provide accurate audio/copy typing and word processing for clinicians and management.
• Prepare and process clinical correspondence and referral letters.
• Maintain patient records and file correspondence in the clinical system.
• Support secure filing and information governance procedures.
• Assist with updating practice documents and reports.
• Manage NHS e-Referral Service (e-RS) process and referrals.
• Monitor referral communications and take appropriate action.
• Handle Advice and Guidance requests with timely responses.
• Escalate referral delays to clinicians or managers as needed.
• Act as a contact for patients, hospitals and external providers.
• Manage phone calls and messages professionally and accurately.
• Communicate effectively with colleagues and external agencies.
• Adapt communication to meet patient needs.
• Uphold GDPR and data protection policies; maintain confidentiality.
• Raise patient invoices using Xero; manage related admin tasks.
• Support team across three sites and cover colleagues when needed.
• Attend mandatory training and participate in required e-learning.
• Assist with data collection and reporting; support complaints handling.
• Undertake other duties as required by Partners or Management.

Skills

Audio typing

Copy typing

Administrative skills

Communication skills

Tools

Xero accounting system

Job description

JOB DESCRIPTION Job Title Medical Secretary Reports To Operations Manager Day-to-day supervision: Medical Secretary Supervisor

Job Summary

To provide a high-quality, efficient and confidential medical secretarial service to GPs, clinicians, and the management team across the Practice's three sites. The post holder will support the timely processing of referrals, correspondence, and administrative tasks, ensuring patients receive a professional and responsive service.

Key Responsibilities

Secretarial and Administrative Support

• Provide an accurate and efficient audio/copy typing and word processing service for GPs, healthcare professionals and the management team.
• Prepare and process clinical correspondence, including referral letters, reports, medical documentation and other communications.
• Maintain accurate electronic patient records and ensure correspondence is filed appropriately within the clinical system.
• Establish and maintain effective filing and administrative systems to ensure information is secure, accessible and managed in accordance with practice procedures.
• Assist with updating SystmOne templates, referral proformas, practice documents and reports as required.

Referral Management

• Manage the NHS e-Referral Service (e-RS) process effectively, ensuring referrals are submitted, tracked and monitored promptly.
• Monitor incoming and outgoing referral communications and take appropriate action where required.
• Manage Advice and Guidance requests, ensuring timely responses and follow-up actions on both e-RS and non-e-RS pathways.
• Escalate any referral delays, concerns or system issues to the appropriate clinician or manager.

Communication

• Act as a point of contact for patients, hospitals, community providers and external healthcare organisations.
• Manage incoming and outgoing telephone calls professionally, taking accurate messages and responding to enquiries where appropriate.
• Communicate effectively with colleagues, patients and external agencies to support seamless patient care.
• Adapt communication methods to meet the needs of patients and carers.

Information Governance and Confidentiality

• Always maintain strict confidentiality and adhere to GDPR, Data Protection legislation and Practice Information Governance policies.
• Ensure all patient information is handled securely and only shared with authorised individuals.
• Maintain accurate records in accordance with practice policies and legal requirements.

Financial Administration

• Raise patient invoices accurately using the Practice's Xero accounting system.
• Process associated administrative tasks relating to private fees and services where required.

Team Working

• Work collaboratively with colleagues across all Practice sites to support effective service delivery.
• Provide cover for other members of the secretarial team during periods of annual leave or sickness.
• Support colleagues in adopting new systems, procedures and ways of working.
• Attend team meetings, mandatory training sessions and undertake required e-learning.

General Duties

• Assist with the collection and reporting of practice data and statistics as requested.
• Work in accordance with Practice complaints procedures and contribute to the resolution of patient concerns where appropriate.
• Undertake any other duties appropriate to the role as requested by the Partners, Operations Manager or Management Team.
• Demonstrate flexibility to meet the changing needs of the Practice and wider NHS service requirements.