Medical Secretary

West Suffolk Clinical Commissioning Group; Tiptree; Hybrid; GBP 15,000 - 20,000; Part time

Job summary

Tiptree Medical Centre, part of West Suffolk Clinical Commissioning Group, is seeking an experienced medical secretary to provide essential administrative support in a busy GP practice. The role is permanent and 25 hours per week, 13:00–18:30, Monday to Friday, with a 30 minute unpaid break.

We require experience in general practice or NHS settings, proficiency with SystmOne, and familiarity with Anima, Accurx, Abtrace or ICE.

Qualifications

• Experience in general practice or NHS setting.
• Proficient with SystmOne.
• Familiar with Anima, Accurx, Abtrace or ICE.
• Understanding of patient confidentiality and referral pathways.
• Excellent communication and organisational skills.

Responsibilities

• Process and manage referrals and follow-up.
• Prepare, type and manage clinical correspondence.
• Liaise with hospitals and other providers.
• Maintain patient records in SystmOne.
• Handle confidential information per governance.
• Support clinicians with admin tasks.

Skills

SystmOne

Medical secretarial

Medical terminology

Communication skills

Confidentiality

Organisational skills

Tools

Anima

Accurx

Abtrace

ICE

Primary care IT systems

Job description

About the Role

Tiptree Medical Centre is looking for an experienced, organised and professional medical secretary to join our friendly and busy GP practice, to provide essential administrative and secretarial support to our clinical team, helping to ensure our patients receive an efficient and high-quality service.

This is a permanent position working 25 hours per week, from 13:00 - 18:30, Monday to Friday, with a 30 minute unpaid break.

We are looking for someone with previous experience working within general practice or primary care, who understands the demands of a busy GP environment and can confidently manage a varied workload while maintaining a high level of accuracy and confidentiality.

The successful candidate will need to be confident using primary care clinical and communication systems. Previous working experience of SystmOne is essential, alongside familiarity with systems such as Anima, Accurx and Abtrace, or similar primary care platforms.

Key responsibilities:

The medical secretary will provide comprehensive secretarial and administrative support to the practice and clinical team. Responsibilities will include:

• Processing and managing referrals, including monitoring referral pathways and following up where required.
• Preparing, typing and managing clinical correspondence and documentation.
• Liaising with hospitals, community services, secondary care and other healthcare providers.
• Managing incoming and outgoing clinical correspondence and ensuring information is actioned appropriately.
• Responding to patient enquiries relating to referrals and other secretarial matters in a professional and sensitive manner.
• Maintaining accurate and up-to-date patient records on SystmOne.
• Using Anima, Accurx, Abtrace and other digital primary care systems as part of the day-to-day management of patient care and communications.
• Supporting clinicians with administrative and secretarial tasks.
• Prioritising urgent requests and ensuring appropriate follow-up action is taken.
• Handling confidential and sensitive patient information in accordance with information governance requirements.
• Working collaboratively with the wider practice team to support the smooth day-to-day running of the service.
• Being notetaker for meetings as and when required.
• Supporting the senior team with administrative tasks and ad hoc duties.
• Contributing to the development and improvement of administrative processes within the practice.

About the Candidate

We are looking for a forward-thinking, proactive and experienced medical secretary to join our established team and play an important role in supporting the delivery of high-quality patient care.

Working closely with our clinicians, existing secretaries and wider practice team, you will help ensure that patients move smoothly through their care pathways and that referrals, correspondence and other secretarial processes are managed accurately, efficiently and within appropriate timescales.

We are looking for someone who is highly organised, confident and able to work independently, with the initiative to identify priorities, manage a varied workload and proactively follow up outstanding actions. You will need excellent attention to detail and strong communication skills, particularly when liaising with patients, clinicians, hospitals and other healthcare providers.

The successful candidate will ideally have previous experience working within general practice or another NHS healthcare setting, with a good understanding of patient confidentiality, referral pathways and the importance of accurate clinical administration. Experience using SystmOne is essential and familiarity with associated primary care systems such as Anima, Accurx, Abtrace and ICE would be particularly advantageous.

This is an opportunity for someone who enjoys taking ownership of their work, contributing ideas and being part of a supportive team that is focused on continually improving both our services and the experience we provide to our patients.

We are looking for someone who:

• Has previous experience working within a GP practice or primary care environment.
• Has previous practical experience using SystmOne.
• Has experience or a good working knowledge of Anima, Accurx and Abtrace, or comparable primary care systems.
• Understands GP referral pathways and the management of clinical correspondence.
• Has a good understanding of medical terminology.
• Has excellent written and verbal communication skills.
• Has strong administrative and organisational skills.
• Demonstrates excellent attention to detail and accuracy.
• Is confident using digital systems and able to adapt to new technology and processes.
• Can prioritise and manage their own workload effectively.
• Understands the importance of confidentiality and information governance when handling patient information.
• Is approachable, compassionate and professional when communicating with patients.
• Can work independently while also being a supportive member of the wider practice team.

About Us

About Tiptree Medical Centre

We are a friendly, busy and innovative GMS practice based in Tiptree, Essex, with a patient population of approximately 12,000 patients.

Our multidisciplinary team includes GP Partners, Salaried GPs, Advanced Nurse Practitioners, Practice Nurses, HCAs, Clinical Pharmacists and a Pharmacy Technician.

We are based in a modern, purpose-built building in the centre of Tiptree and pride ourselves on providing high-quality patient care while continuing to develop and embrace new ways of working.

The practice has:

• High QOF achievement.
• A ‘Good’ CQC rating.
• A supportive multidisciplinary team.
• Educational events and in-house clinical meetings.
• A friendly and collaborative working environment.
• An established digital-first approach to supporting patient access and care.

For further information or requests for an informal discussion, please contact Stephanie Palmer at [e-mail]

Disclosure and Barring Service Check

Please note 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 to check for any previous criminal convictions.