Medical Secretary

Mid Sussex Health Care; Hurstpierpoint; On-site; GBP 21,000 - 27,000; Full time

Job summary

Mid Sussex Health Care is seeking an experienced Medical Secretary to join a busy GP practice. You will provide confidential secretarial support, manage referrals and correspondence, and liaise with external providers across three sites.

The role requires strong organisational skills, accuracy and proficiency in SystmOne and Xero. You will support clinicians and the management team, ensuring timely, coordinated patient care and continuous service improvement.

Qualifications

• Has experience in medical secretary or healthcare administration.
• Strong typing and administrative skills with high accuracy.
• Familiar with NHS workflows, referrals and medical documentation.
• Proficient in Microsoft Office and clinical systems.

Responsibilities

• Provide accurate audio/copy typing and word processing for GPs and staff.
• Prepare and process clinical correspondence, including referrals and reports.
• Maintain electronic patient records and file communications properly.
• Manage NHS e-Referral Service (e-RS) referrals and track progress.
• Raise patient invoices using the Practice's Xero system.
• Assist with audits, data collection and ad-hoc admin projects.

Skills

Typing

Org skills

Attention to detail

Communication

Medical terminology

MS Office

SystmOne

Education

GCSE Maths & English

Tools

SystmOne

Job description

Are you an experienced Medical Secretarylooking to make a real difference in a busy, supportive GP Practice?

We are seeking a highly organised, proactiveand professional Medical Secretary to join our friendly team. This is apivotal role within the Practice, providing essential support to our cliniciansand helping to ensure patients receive timely, efficient and coordinated care.

Working in a fast-paced environment, you'll beresponsible for managing clinical correspondence, coordinating referrals,liaising with external healthcare providers and supporting our clinical teamswith a wide range of administrative duties. Your attention to detail,organisational skills and commitment to excellent service will make a genuineimpact on both patients and colleagues.

Main duties of the job

As a Medical Secretary, you will:

• Provide comprehensive secretarial support to GPs, clinicians and the management team.
• Prepare and process clinical correspondence, including referral letters, reports and other medical documentation.
• Manage referrals through the NHS e-Referral Service (e-RS), ensuring referrals are actioned accurately and within appropriate timescales.
• Monitor and manage Advice & Guidance requests and follow up actions as required.
• Maintain accurate patient records using SystmOne and ensure all correspondence is filed appropriately.
• Liaise professionally with patients, hospitals, community services and other healthcare providers.
• Handle incoming and outgoing telephone calls, responding to queries and taking accurate messages.
• Raise patient invoices using the Practice's Xero accounting system.
• Assist with data collection, audits and administrative projects as required.
• Provide support and cover for colleagues within the secretarial team during annual leave and sickness absence.
• Contribute to the continuous improvement of services and support new ways of working across the Practice.

About us

We are a friendly, forward-thinking GPPractice operating across three sites and providing care to approximately22,000 patients. Situated at the foot of the beautiful South Downs, we combinea stunning location with a strong reputation for delivering high-qualityhealthcare to our local community.

Our dedicated team of 75 staff workcollaboratively to provide safe, effective and compassionate care. We are proudto hold a Good CQC rating and consistently achieve high QOF performance,demonstrating our commitment to clinical excellence, continuous improvement andoutstanding patient care.

Joining our Practice means becoming part of asupportive, inclusive and patient-centred organisation where teamwork isvalued, professional development is encouraged, and every member of staff playsan important role in delivering the best possible experience for our patients.

Job responsibilities

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.
• 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.

Person Specification

Experience

• Has previous experience in a medical secretary or healthcare administration role.
• Has excellent typing, organisational and administrative skills.
• High Level of accuracy and attention to detail.
• Has experience of managing referrals and clinical correspondence.
• Is confident using Microsoft Office applications and clinical systems (SystmOne experience is desirable).
• Has excellent written and verbal communication skills.
• Is able to prioritise workloads and work effectively under pressure.
• Understands the importance of confidentiality, GDPR and information governance.
• Works well both independently and as part of a team.
• Has a positive, flexible and professional approach to work.
• Proficiency in computer software such as Microsoft Office (Word, Excel, Outlook, Teams)
• Familiarity of SystmOne and Medical Terminology

Qualifications

• Educated to a good academic level in Maths and English (GCSE grade C/4 or above or equivalent)