Medical Secretary

NHS; Middlesbrough; On-site; GBP 12,000 - 22,000; Part time

Job summary

A large GP practice in Middlesbrough is looking for a Medical Secretary to join the team part-time, ideally on Thursdays. Responsibilities include providing administrative support, handling patient queries, and ensuring efficient referral processes. Ideal candidates should have prior relevant experience and excellent communication skills, along with proficiency in relevant IT systems such as Systmone.

Benefits

Friendly supportive environment

Training and development opportunities

Qualifications

• Experience as a medical secretary required.
• Proficiency in computer and word processing software.
• Understanding of data security and protection policies.

Responsibilities

• Provide secretarial support to the clinical team.
• Process referrals efficiently, liaising with agencies.
• Manage patient queries professionally.

Skills

Communication

IT Skills

Interpersonal Skills

Problem Solving

Education

GCSE Mathematics & English (C or above)

Educated to GCSE level or equivalent

Tools

Systmone

NHS Mail

Digital Dictation (Lexacom)

Microsoft Office

Job description

Job summary

Due to partial retirement Borough Road & Nunthorpe Medical Group is seeking to appoint a Medical Secretary to join our team for one day a week (Preferably a Thursday).

We are a busy GP practice caring for 16,700 patients across our two sites in central Middlesbrough and Nunthorpe. This role will be based at the Borough Road surgery. You will provide secretarial and administrative support to our clinical team. Our ideal candidate will have previously worked as a medical secretary and have experience of Systmone, have excellent IT skills, knowledge of the ERS (e-referrals) system, NHS Mail and Digital Dictation (Lexacom). You will share our passion to provide high quality patient services, be caring and empathetic, professional, and demonstrate excellent interpersonal skills and high attention to detail. You must have excellent communication skills (written and oral), the ability to multitask and enjoy working as part of a team.

Main duties of the job

You will be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary clinical team. You will process information (electronic and paper) 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 and guidelines, this will include the use of the electronic referral service (ERS), Systmone, NHS mail, Outlook and Lexacom. Typing letters, reports and associated documentation as required ensuring referrals are processed efficiently. Dealing with patient and colleague queries in timely manner. Adhere to strict data protection and security guidelines at all times. Produce meeting agendas and record the minutes of meetings.

About us

We are a large training practice working across two sites in central Middlesbrough and Nunthorpe. The secretarial position will be based at our Borough Road surgery. We have a passion to provide high quality person centred care. We offer a friendly supportive environment. We are a forward thinking practice who explore new ways of working and embrace change to drive continuous improvement.

Details Date posted

18 June 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A0111-25-0001

Job locations

Borough Road

Middlesbrough

Cleveland

TS1 3RY

Borough Road

Middlesbrough

Cleveland

TS13RY

Job description Job responsibilities

Primary Responsibilities

The following are the core responsibilities of the medical secretary. There may on occasion, be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, referrals, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently and in line with current policies and guidelines

c. Manage all enquires from patients and colleagues in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming emails

f. Produce ad hoc letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records via the clinical system ( systmone)

h. Input data into the patients healthcare records as necessary

i. Process referrals using the electronic referral system (ERS)

j. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

k. Read code data on Systmone

l. Adhere to strict data protection and security guidelines at all times, Complete all mandatory training requirements.

m. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

n. Manage all administrative queries as necessary

o. Carry out system searches as requested

p. Support all clinical staff with general administrative tasks as requested

q. Participate in all mandatory training and quality improvement activities as identified by the practice and as required for your role

Secondary Responsibilities

In addition to the primary responsibilities, the medical secretary may be requested to

a. Have a degree of flexibility to cover annual leave / sickness when needed and as required to meet the needs of the practice during busier periods

b. Partake in audit as directed by the audit lead

c. Produce meeting agendas and record the minutes of meetings

d. Complete opening and closing procedures in accordance with practice needs

Job description Job responsibilities

Primary Responsibilities

The following are the core responsibilities of the medical secretary. There may on occasion, be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, referrals, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently and in line with current policies and guidelines

c. Manage all enquires from patients and colleagues in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming emails

f. Produce ad hoc letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records via the clinical system ( systmone)

h. Input data into the patients healthcare records as necessary

i. Process referrals using the electronic referral system (ERS)

j. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

k. Read code data on Systmone

l. Adhere to strict data protection and security guidelines at all times, Complete all mandatory training requirements.

m. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

n. Manage all administrative queries as necessary

o. Carry out system searches as requested

p. Support all clinical staff with general administrative tasks as requested

q. Participate in all mandatory training and quality improvement activities as identified by the practice and as required for your role

Secondary Responsibilities

In addition to the primary responsibilities, the medical secretary may be requested to

a. Have a degree of flexibility to cover annual leave / sickness when needed and as required to meet the needs of the practice during busier periods

b. Partake in audit as directed by the audit lead

c. Produce meeting agendas and record the minutes of meetings

d. Complete opening and closing procedures in accordance with practice needs

Person Specification Experience Essential

• Experience of working in a health care setting as a medical secretary
• Experience of working with the general public
• Experience of administrative duties
• Understand the principles of data security and protection
• Excellent communication skills (written and oral)
• Proficiency in using computers, word processing software, and other relevant IT systems
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Desirable

• Previous experience of Systmone and digital dictation systems
• A good understanding of medical terminology

Qualifications Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)
• Excellent verbal and written communication
• Proficient in using computers, word processing software

Desirable

• AMSPAR qualification
• Typing or word processing qualification
• Knowledge of medical terminology

Person Specification Experience Essential

• Experience of working in a health care setting as a medical secretary
• Experience of working with the general public
• Experience of administrative duties
• Understand the principles of data security and protection
• Excellent communication skills (written and oral)
• Proficiency in using computers, word processing software, and other relevant IT systems
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Desirable

• Previous experience of Systmone and digital dictation systems
• A good understanding of medical terminology

Qualifications Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)
• Excellent verbal and written communication
• Proficient in using computers, word processing software

Desirable

• AMSPAR qualification
• Typing or word processing qualification
• Knowledge of medical terminology

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.

Employer details Employer name

Borough Road & Nunthorpe Medical Group

Address

Borough Road

Middlesbrough

Cleveland

TS1 3RY

Employer's website

https://www.boroughroadandnunthorpe.nhs.uk/ (Opens in a new tab)

Employer details Employer name

Borough Road & Nunthorpe Medical Group

Address

Borough Road

Middlesbrough

Cleveland

TS1 3RY

Employer's website

https://www.boroughroadandnunthorpe.nhs.uk/ (Opens in a new tab)