Medical Secretary/ Administrator

NHS; Egham; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading healthcare provider in Egham, the NHS seeks a full-time secretary to support GP partners and staff. Key responsibilities include managing patient documentation and referrals, along with administrative duties. The ideal candidate will excel in communication and multi-tasking, with essential IT skills, ensuring smooth practice operations.

Qualifications

• Experience as a secretary, preferably in healthcare or NHS settings.
• Excellent word processing and audio typing skills are essential.
• Ability to communicate well and use initiative.

Responsibilities

• Produce efficient and accurate patient documentation, including referral letters.
• Manage and monitor referrals using e-Referral system.
• Handle queries from healthcare professionals and outside agencies.

Skills

Word processing

Audio typing

Communication

Time management

Multi-tasking

IT skills

Tools

EMIS

DOCMAN

ERS

Job description

To provide comprehensive secretarial and administrative support to the GP Partners, salaried GPs, and the Practice Manager.

PLEASE NOTE: This is a full-time role.

Main duties of the job

Knowledge, Skills, and Experience

• The post-holder ideally should have experience as a secretary.
• Experience in administration in non-medical fields will also be considered.
• Excellent word processing and audio typing skills are essential.
• The ability to communicate well with people at all levels is important; the post-holder will be expected to use initiative.
• Good time management skills and ability to prioritise workload.
• Ability to multi-task using different IT systems and processes.
• Willingness to learn new systems and confidence in their use.
• Sound knowledge of medical terminology is preferable but not necessary.
• Good IT skills and knowledge of Practice systems, preferably EMIS, DOCMAN, and ERS.
• Ability to work as part of a team and adapt to the needs of the team.

About us

Grove Medical Centre is a GP practice located in a residential area of Egham, providing services to 15,500 patients.

Services are provided from one location:

Grove Medical Centre - The Grove, Church Road, Egham, Surrey TW20 9QN.

The practice includes 3 GP partners, 5 salaried GPs, and is a training practice for doctors, nurses, and paramedic practitioners.

The team also includes 3 nurses, 3 healthcare assistants, 4 clinical pharmacists, and a Physician Associate, supported by a practice manager, operations manager, team leaders, reception, administration staff, and care coordinators.

Grove Medical Centre is open 8am to 6.30pm Monday to Friday, with extended access appointments until 8pm and at weekends through a GP practice hub. Out of Hours services are available via NHS 111.

Job responsibilities

To produce efficient and accurate patient documentation, including referral letters and external organisation documentation.

To generate referral forms, identify the correct form for each service, and stay updated with referral pathways.

To maintain extensive knowledge of secondary and community care providers.

To assist with patient queries, arrange private medicals and referrals, and record all contacts accurately on EMIS Web.

To monitor and manage referrals using approved pathways and the e-Referral system, including generating e-Referrals, managing worklists, and assisting patients with enquiries.

To handle Advice and Guidance queries and feedback to clinicians.

To manage written requests from outside agencies, ensuring patient confidentiality and consent.

To manage processes related to deceased patients, including communication with medical examiners and coroners.

To deal with queries from healthcare professionals, solicitors, DVLA, and other agencies.

To ensure prompt filing of correspondence, reports, and results, and assist patients with problems, escalating where necessary.

To invoice private services, update patient records, and complete tasks related to patient documentation on EMIS, Docman, and other systems.

To be aware of legislation regarding patient data disclosure and to respect patient wishes.

To attend practice meetings, take accurate notes, and carry out administrative tasks as directed by management.

To acknowledge limitations and seek support when needed.

Person Specification

Experience

• Experience as a secretary, preferably in healthcare or NHS settings.
• Experience working across multiple systems efficiently.
• Advanced skills in Word, Excel, PowerPoint, emails, and internet for creating plans and reports.
• Experience working with healthcare professionals or in a non-medical secretarial or PA role.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A DBS check will be required to verify any criminal convictions.