Medical Secretary

NHS; Stockton; On-site; GBP 20,000 - 25,000; Part time

Job summary

A leading healthcare provider is seeking a part-time administrative support professional to enhance the operational efficiency of their practice. The successful candidate will manage correspondence, maintain patient records, and liaise with healthcare professionals. Strong communication and organizational skills are essential for this role, which supports high-quality patient care in a busy environment.

Qualifications

• Proven administrative experience, preferably in healthcare.
• Familiarity with medical terminology and clinical correspondence.

Responsibilities

• Support daily administrative functions of the practice.
• Maintain accurate patient records and secure document management.
• Provide high-quality typing services for clinical documentation.

Skills

Communication

Organizational Skills

Time Management

Education

Experience in Primary Care

Tools

Microsoft Office

SystmOne

EMIS

Job description

This job description contains valuable information but has some redundancies, formatting inconsistencies, and areas where clarity can be improved. I will streamline the content, remove duplicate sections, and organize the information more effectively, while maintaining the original details and structure.

Below is the refined version:

Main duties of the job

The postholder will support the day-to-day administrative operations of West View Millennium Surgery, working closely with GPs, the Practice Manager, and healthcare professionals. Responsibilities include managing correspondence, filing, responding to patient queries, maintaining accurate patient records, handling financial transactions, processing Subject Access Requests, supporting safeguarding admin, managing mail and referrals, and providing high-quality typing for clinical documentation. The role involves regular contact with patients, hospitals, and external agencies to ensure smooth communication and care continuity. The postholder will also assist with training junior admin staff, cover during absences, and support document workflow and IT system accuracy. This varied role requires strong communication skills, attention to detail, and the ability to work independently in a busy general practice environment.

About us

Hartlepool & Stockton Health is a GP federation created in 2016 to support primary care and develop services across practices in our region. Our membership includes every doctor’s surgery in the Hartlepool and Stockton area. Run by and for local people, we are committed to innovating in primary care, improving outcomes, and supporting the community.

Job responsibilities

We are seeking a highly organized, reliable, and motivated individual to join the practice team in a part-time administrative support role (16 hours per week). The successful candidate will play an essential part in ensuring the smooth running of the practice’s administrative functions. This role requires strong communication skills, attention to detail, and the ability to work independently in a fast-paced environment.

Job description

The main duties include:

• Supporting daily administrative functions of the practice.
• Maintaining up-to-date knowledge of practice policies and procedures.
• Using medical terminology appropriately in correspondence and records.
• Liaising professionally with patients, hospitals, Social Services, and external agencies.
• Responding to inquiries, managing calls, and handling messages.
• Managing office duties such as photocopying, emailing, filing, and post.
• Maintaining accurate patient records and ensuring secure document management.
• Assisting with data collection for audits and reports.
• Providing cover for colleagues during sickness or leave.
• Ordering and monitoring office supplies.

Specialist Administrative Tasks

The postholder will also:

• Handle medical records using the IGPR system and process SARs.
• Oversee safeguarding administration and manage child surveillance cases.
• Manage patient consent forms, especially in sensitive cases.
• Supervise and delegate tasks to junior staff.
• Prepare reports and minutes for meetings.
• Manage external requests for medical records and document workflows.

Mail & Typing Responsibilities

• Process mail and electronic communications.
• Dispatch outgoing post, including managing the weekly PCSE bag.
• Provide high-quality typing services for clinical documentation.

IT & Referral Support

• Use IT systems effectively, including the e-referral system.
• Maintain the security and accuracy of the clinical computer system.
• Perform clinical searches and liaise with PCSE on records queries.

Person Requirements

The ideal candidate will demonstrate:

• Proven administrative experience, preferably in healthcare or general practice.
• Familiarity with medical terminology and clinical correspondence.
• Excellent communication skills.
• Strong organizational and time-management abilities.
• Ability to work independently and collaboratively.
• Respectful and empathetic approach to patients and colleagues.
• Confidence in using IT systems like Microsoft Office and clinical software (e.g., SystmOne, EMIS).

This role is ideal for someone who thrives in a busy environment and is passionate about supporting high-quality patient care through effective administration.

Person Specification

Experience

• Experience working within Primary Care is necessary.

Disclosure and Barring Service Check

This post is subject to a DBS check in accordance with the Rehabilitation of Offenders Act (Exceptions Order) 1975.