Medical Secretary

Church View Surgery; West Alvington; Sur place; GBP 22 000 - 26 000; Temps partiel

Résumé du poste

Church View Surgery is seeking an enthusiastic Medical Secretary to join our GP practice. You will provide comprehensive administrative support, manage referrals, and maintain patient records with strict confidentiality.

The role is part-time, sharing Monday and Tuesday 8:00am-4:00pm with a 30-minute lunch and Wednesday 8:00am-1:00pm. Flexibility to cover leave and training is required.

Qualifications

• Experience in a medical secretarial role is essential.
• Strong IT skills with NHS systems experience.
• Excellent written and verbal communication.
• Ability to prioritise and maintain confidentiality.

Responsabilités

• Provide comprehensive secretarial and administrative support to GPs and the clinical team.
• Type, format and distribute clinical correspondence and reports.
• Process referrals to secondary care and monitor referrals.
• Maintain accurate and up-to-date patient records and confidentiality.

Connaissances

Organising

Prioritisation

Attention to detail

Communication

Confidentiality

NHS systems familiarity

Formation

GCSEs

Medical Secretary qualification

NHS data protection training

Outils

SystmOne

e-RS

EMIS

Vision

Description du poste

Church View Surgery is seeking an enthusiastic and organised Medical Secretary to join our friendly and supportive team. This is an important role within the practice, providing comprehensive administrative and secretarial support to our clinical team to ensure the smooth delivery of patient care.

The successful candidate will be responsible for processing referrals, managing incoming and outgoing correspondence, liaising with hospitals and external healthcare providers, maintaining accurate patient records, and supporting GPs with a range of administrative duties. The ability to work efficiently, prioritise workload, maintain confidentiality, and demonstrate excellent attention to detail is essential.

Church View Surgery is a well-established GP practice committed to providing high-quality, patient-centred healthcare to our local community. We are proud of our welcoming and supportive working environment, where teamwork, professionalism, and continuous improvement are highly valued. We are committed to supporting staff development and wellbeing and strive to provide an excellent experience for both our patients and our team

Job Share position working Monday & Tuesday 8.00am-4.00pm (with a 30-minute unpaid lunch break) and Wednesday 8.00am-1.00pm. Flexibility is essential, with the expectation of providing cover for annual leave, sickness absence and training where reasonably possible..

Main duties of the job

Main Duties and Responsibilities

• Manage the practice referral process, ensuring referrals are accurately processed and sent to the appropriate services in a timely manner.
• Monitor referral pathways and track outstanding referrals, investigations, and appointments as required.
• Process incoming and outgoing clinical correspondence, ensuring documents are actioned and filed correctly within patient records.
• Liaise with hospitals, community services, and other healthcare providers regarding referrals and patient queries.
• Support GPs and other clinicians with administrative tasks associated with patient referrals and ongoing care.
• Maintain accurate and confidential patient records in line with practice policies and GDPR requirements.
• Respond to telephone and email queries from patients and healthcare professionals in a professional and courteous manner.
• Prioritise workload effectively to meet deadlines and ensure efficient service delivery.
• Undertake general medical secretarial duties and provide administrative support to the wider practice team as required.

About us

Church View Surgery is a well-established, partner-owned GP practice serving approximately 12,600 patients across our local community. We are committed to delivering high-quality, patient-centred healthcare and continually developing our services to meet the changing needs of our population.

We are proud to hold a Good CQC rating, reflecting our commitment to providing safe, effective, caring, responsive, and well-led services. Our dedicated multidisciplinary team works collaboratively to ensure patients receive the highest standard of care and support.

As a forward-thinking practice, we embrace innovation and modern ways of working to improve both patient access and experience. We are also an active member of the Mewstone Primary Care Network (PCN), working closely with neighbouring practices and healthcare professionals to develop services, share expertise, and improve health outcomes for our patients.

We are committed to creating a supportive and inclusive workplace where staff are valued, encouraged to develop professionally, and empowered to contribute ideas that help shape the future of the practice. At Church View Surgery, patients are at the heart of everything we do, and we pride ourselves on fostering a culture of teamwork, continuous improvement, and excellence in primary care.

Job responsibilities

Church View Surgery is seeking a highly organised and motivated Medical Secretary to join our friendly and supportive administrative team. The successful candidate will play a key role in ensuring the efficient management of patient referrals, correspondence and administrative processes, whilst providing comprehensive support to GPs and the wider multidisciplinary team.

The post holder will be responsible for undertaking a broad range of secretarial and administrative duties, ensuring that information is processed accurately, efficiently and in line with practice policies and NHS requirements. The role requires excellent organisational skills, attention to detail, strong communication skills and the ability to work effectively within a busy primary care environment.

Main Duties and Responsibilities

• Provide comprehensive secretarial and administrative support to GPs and the wider clinical team.
• Type, format and distribute clinical correspondence, reports and other documentation as required.
• Process referrals to secondary care services, ensuring referrals are completed accurately and within required timescales.
• Use the NHS Electronic Referral Service (e-RS) to process and monitor referrals.
• Maintain accurate and up-to-date referral tracking systems and databases.
• Liaise professionally with hospitals, community services and other healthcare providers regarding patient referrals and appointments.
• Manage incoming and outgoing correspondence, ensuring information is actioned appropriately.
• Scan, upload and accurately file patient documents within electronic medical records.
• Update and maintain patient records on the clinical system.
• Support requests for information, including Subject Access Requests (SARs), insurance reports, solicitor requests and DVLA reports.
• Ensure all work is undertaken in accordance with confidentiality, data protection and information governance requirements.
• Handle telephone enquiries efficiently and professionally, directing calls where appropriate.
• Respond to administrative queries from patients, clinicians and external agencies.
• Perform system searches, audits and reports as requested.
• Support clinicians and colleagues with general administrative duties.
• Maintain accurate records and contribute to the smooth running of administrative systems.
• Ensure the work area remains organised, safe and effective at all times.

Additional Responsibilities

• Assist with practice audits and quality improvement activities where required.
• Prepare meeting agendas and take minutes for meetings as requested.
• Participate in mandatory training and continuous professional development.
• Work collaboratively with colleagues to support the delivery of high-quality patient care.
• Undertake any other duties appropriate to the role as required by the Administration Manager or Practice Manager.

About You

The ideal candidate will have previous experience in an administrative or medical secretarial role, excellent written and verbal communication skills, strong IT skills and the ability to manage a busy workload effectively. Experience of working within primary care and knowledge of NHS systems, including SystmOne and e-RS, would be advantageous.

The successful applicant will be professional, adaptable, patient-focused and committed to delivering an excellent standard of administrative support within a busy GP practice environment.

Person Specification

Personal Attributes

• Professional, polite and confident manner.
• Friendly, approachable and patient-focused.
• Flexible and cooperative approach to work.
• Self-motivated with a positive attitude.
• Reliable, trustworthy and able to maintain confidentiality.
• Forward-thinking and proactive.
• Able to remain calm and effective when working under pressure.
• Sensitive and empathetic when dealing with patients and challenging situations.
• Committed to providing a high standard of service and support.

Essential Skills and Knowledge

• Excellent written and verbal communication skills.
• Strong IT skills, including Microsoft Office and Outlook.
• Audio typing and document production skills.
• Clear, professional and courteous telephone manner.
• Excellent organisational and time management skills.
• Ability to prioritise workloads and work to deadlines.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Good interpersonal skills with the ability to build effective working relationships.
• Problem-solving and analytical skills.
• Understanding of patient confidentiality, data protection and information governance requirements.
• Ability to follow policies, procedures and practice protocols.

Qualifications

• Educated to GCSE level or equivalent.
• GCSE English and Mathematics (Grade C/4 or above) or equivalent qualification.
• NVQ Level 2 or Level 3 in Business Administration, Health Administration or equivalent.
• Medical Secretary qualification or recognised secretarial qualification.
• AMSPAR Medical Terminology Certificate or equivalent.
• ECDL/ICDL or equivalent IT qualification.
• Training in medical terminology.
• Information Governance or Data Protection training.
• NHS Care Navigation or Primary Care-related training.

Other Requirements

• Willingness to undertake mandatory training and continuous professional development.
• Flexibility to work additional hours when required to meet service needs.
• Satisfactory Disclosure and Barring Service (DBS) check.
• Commitment to equality, diversity and inclusion.

Experience

• Experience of working with the general public.
• Previous experience in an administrative or secretarial role.
• Experience of working in a healthcare setting as a Medical Secretary or similar role.
• Experience of working within General Practice or Primary Care.
• Experience using NHS clinical systems such as SystmOne, EMIS or Vision.
• Experience of managing referrals and using the NHS Electronic Referral Service (e-RS).

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.