Medical Secretary

NHS; London; On-site; GBP 25,000 - 30,000; Full time

Job summary

Join a leading NHS practice as a Medical Secretary, offering key administrative support to the clinical team. You will manage communications, patient referrals through NHS e-RS, and assist with diary management, ensuring seamless operations within the healthcare environment. Ideal candidates will have relevant qualifications and experience in healthcare settings, ensuring high-quality patient care.

Benefits

Opportunity for professional development

Supportive working environment

Access to NHS benefits

Qualifications

• Educated to GCSE level including maths and English.
• Experience as a medical secretary or in administrative support.
• Proficient using NHS e-RS and knowledge of medical terminology.

Responsibilities

• Provide secretarial support including typing letters and managing diaries.
• Handle patient queries and ensure timely communication and coordination.
• Maintain accurate records and manage consultant waiting lists.

Skills

Organisational skills

Communication skills

Attention to detail

Time management

Education

AMSPAR Medical Secretary Qualification or equivalent

GCSE including Mathematics and English (Grade C or above)

NVQ Level 2 in Business Administration or related field

Tools

NHS e-Referral Service (e-RS)

EMIS

SystmOne

Job description

To be responsible for delivering high-quality secretarial and administrative support to the clinical team. This includes typing medical correspondence, managing consultant diaries, processing referrals through the NHS e-Referral Service (e-RS), handling patient queries, and ensuring timely and accurate communication with internal departments and external healthcare providers.

The Medical Secretary will act as a key point of contact for patients, consultants, and administrative staff, ensuring efficient coordination of patient pathways and contributing to the smooth operation of clinical services.

Main duties of the job

The Medical Secretary will provide key administrative and secretarial support to the clinical team. Core duties include typing correspondence, managing diaries, handling patient referrals via e-RS, and liaising with both internal departments and external healthcare providers. The role also involves maintaining accurate records and ensuring smooth communication throughout the patient care process.

About us

The Law Medical Group Practice, is a long standing well established, well respected and well regarded teaching and training practice in NW London, Brent.

The practice operates across two sites; Willesden (main site), Wembley (branch site).

The practice have under new management undergone a significant amount of changes in the last two years, including the recent merger with another local practice.

The practice list is 18,000 patients.

The practice is paperlight uses Emis Web + Docman, Accurx, E-Consult,

The practice is well supported by:

5 GP Partners

1 Non Clinical Managing / Executive Partner

1 Advanced Nurse Practitioner

2 Practice Nurses

4 phlebotomists / Healthcare Assistants

3 Practice Based Clinical Pharmacists

2 Social Prescribers

2 In-House First Contact Physiotherapists

1 In-House Dietician

The practice provides:

E-Consultations

Telephone Triage

Minor Surgery & Cryotherapy

Family Planning

Respiratory Clinics

Ante-natal / Well baby / Mum clinics

A dietician visits the branch site in Wembley

A community midwife visits the main site in Willesden

The practice is well supported by:

Operations Manager

2 x lead receptionist and facilities leads

2 x practice secretaries

Finance assistant

IT Data Analyst

Approx 20 admin, clerical and reception staff members

Job responsibilities

We are seeking a proactive and organised Medical Secretary to provide high-quality administrative support to our clinical team. This is a fixed-term position until December 2025, with full-time or part-time options available. Candidates must have working knowledge of the NHS e-Referral Service (e-RS).

Key Responsibilities:

Type patient letters, discharge summaries, and general correspondence as dictated by the clinical team.

Manage the diary of named consultant(s), including appointments and meeting coordination.

Open and prioritise all incoming mail and take appropriate action.

Respond efficiently to telephone calls and emails from patients, carers, and healthcare professionals, referring to relevant departments or agencies when necessary.

Ensure all investigation results are available to clinical staff, signed, acted upon, and filed correctly.

Maintain and organise medical case notes appropriately.

Acquire and apply necessary medical terminology.

Manage the consultants waiting list and provide guidance to patients on the admission process.

Liaise with the Access Department and outpatient team as needed to coordinate patient admissions and appointments.

Action fast-track referrals promptly to ensure timely appointments.

Keep relevant departments informed of consultant and team members annual or study leave.

Support colleagues by offering guidance, advice, and assisting with the training of new staff.

Adhere to confidentiality and data protection policies regarding all patient information.

Knowledge and experience using the NHS e-Referral Service (e-RS) system is required.

Person Specification

Qualifications

• Educated to GCSE level or equivalent, including Mathematics and English (Grade C or above)
• AMSPAR Medical Secretary Qualification or equivalent
• NVQ Level 2 (or above) in Business Administration, Health and Social Care, or a related field

Experience

• Experience in a medical secretary or administrative support role
• Experience working with the general public or patients in a professional setting
• Proficient use of the NHS e-Referral Service (e-RS)
• Previous experience within a healthcare environment
• Familiarity with clinical systems such as EMIS or SystmOne
• Experience managing consultant diaries and handling medical correspondence