Medical Secretary

Wateringbury Surgery; Maidstone; On-site; GBP 22,000 - 28,000; Full time

Job summary

A local healthcare practice in Maidstone is seeking an experienced Medical Secretary to take on diverse secretarial and administrative duties. The role involves supporting the multidisciplinary team, managing enquiries, and processing patient information. Ideal candidates should have relevant administrative experience in healthcare settings, along with strong communication and organizational skills. Benefits include annual leave and NHS Pension Scheme enrollment.

Benefits

4 weeks annual leave plus Bank Holidays

Automatic enrolment into the NHS Pension Scheme

Birthday leave

Qualifications

• Experience of working with the general public.
• Experience of administrative duties.
• Experience of working in a healthcare setting as a medical secretary.

Responsibilities

• Responsible for a wide range of secretarial and administrative duties.
• Liaise with external agencies and multidisciplinary team members.
• Process calling letters and incoming phone calls.

Skills

Excellent communication skills

Competent in MS Office and Outlook

Understanding of clinical coding

Good organisational skills

Ability to work as a team member

Education

GCSE Maths and English at Grade C or above

Typing qualification (OCR or RSA Diploma)

Level 3 in Medical Terminology

Job description

Were looking for an experienced Medical Secretary who brings energy, compassion, and motivation to everyday. If you’re ready join a supportive team that values your expertise, we’d love to hear from you.

Main duties of the job

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to: the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies. Furthermore, duties can also include supporting the administration and receptionist teams as required.

To be responsible for SNOMED CT coding of relevant information into patients' electronic healthcare records on the clinical system, adhering to the organisation’s coding policy.

The post-holder will be an integral part of the general practice team.

About us

Wateringbury Surgery is a friendly and innovative semi‑rural dispensing practice with a branch in Larkfield. Our team consists of three partners and five salaried GPs, caring for a patient list of approximately 10,800. We pride ourselves on being a supportive, hard‑working, and compassionate team, delivering a consistently high standard of care to our patients.

We are part of the successful Malling Primary Care Network.

Annual leave: 4 weeks per year plus Bank Holidays. After five years service 4.5 weeks. After ten years service 5 weeks. Birthday leave.

Automatic enrolment into the NHS Pension Scheme.

Job responsibilities

Primary key responsibilities

The following are the core responsibilities of the Medical Secretary in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

• Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral
• Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Manage all enquiries in an effective manner
• Action all incoming email within a timely manner
• Process calling letters as requested
• Scan documentation and attach scanned documents to patients' healthcare records
• Accurately input and code SNOMED CT data on the clinical IT system
• Process referrals using the electronic referral system (ERS)
• Process requests for information i.e., SAR, insurance/solicitors' letters and DVLA forms
• Answer incoming phone calls, transferring calls or dealing with the caller’s request appropriately
• Support all clinical staff with general administrative tasks as requested
• Maintain a clean, tidy, effective working area at all times
• Be an integral part of the practice team
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
• Undertake all mandatory training and induction programmes
• Contribute to and embrace the spectrum of clinical governance
• Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

Wider responsibilities

In addition to the primary responsibilities, the Medical Secretary has the following wider responsibilities:

• Participate in local initiatives to enhance service delivery and patient care
• Produce meeting agendas and record the minutes of meetings
• Support and participate in shared learning
• Complete opening and closing procedures

Person Specification

Qualifications

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
• Typing qualification, i.e., OCR or RSA Diploma
• Level 3 in Medical Terminology

Knowledge and skills

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative, discretion, and sensitivity
• Understanding of clinical coding
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Good organisational skills
• Clinical IT system user skills and the ability to record accurate notes
• Ability to effectively utilise resources
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Flexible and cooperative
• Motivated
• Understanding of safeguarding adults and children
• Demonstrate personal accountability, emotional resilience and ability to work well under pressure
• Knowledge of and ability to work to key policies and procedures

Experience

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a healthcare setting as a medical secretary

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.