Medical Secretary & Administrator

NHS; Stroud; On-site; GBP 12,000 - 17,000; Part time

Job summary

A local healthcare provider is seeking a part-time Medical Secretary & Administrator to join their Cotswolds GP Practice. The role involves secretarial support, processing referrals, and maintaining patient records. Applicants should have experience in a secretarial role and strong IT skills. This position requires excellent communication and an ability to work in a busy environment. A DBS check is required.

Qualifications

• Experience in a secretarial role and/or within the NHS (preferred).
• Ability to work calmly and efficiently in a busy primary care setting.
• Respect for confidentiality and commitment to community health.

Responsibilities

• Provide a secretarial service typing letters, reports and associated documentation.
• Process referrals using the electronic referral system (ERS).
• Liaise with external agencies to ensure referrals are processed efficiently.

Skills

Organisation

Written communication

Verbal communication

IT proficiency

Tools

TPP SystmOne

Lexacom digital dictation system

Microsoft Word

Job description

Overview

We are seeking an organised, proactive, and personable Medical Secretary & Administrator to join our friendly rural GP Practice in the Cotswolds. This dual role provides essential administrative and secretarial support to ensure the smooth, efficient, and patient-centred running of the practice.

This position requires excellent written and verbal communication skills, attention to detail, strong IT proficiency, and the ability to work calmly and efficiently in a busy primary care setting. A caring approach, respect for confidentiality, and a commitment to supporting the health needs of our local community are essential.

Details

Date posted: 05 November 2025

Pay scheme: Other

Salary: £15.91 an hour

Contract: Permanent

Working pattern: Part-time

Reference number: A3607-25-0000

Location: Minchinhampton Surgery, Cirencester Road, Minchinhampton, Stroud, Gloucestershire, GL6 9FB

Job locations: Minchinhampton Surgery

Job title and responsibilities

Job Title: Medical Secretary and Administrator

Hours: 15 - 20 hours per week

Responsible to: Practice Manager

Job purpose: To work with other members of the Secretarial and Administrative Team to provide administrative and secretarial support to the clinical team. To undertake a wide range of secretarial and administrative duties and provide administrative support to the clinical team, including processing information (electronic and hard copy) and liaising with clinical team members and external agencies such as secondary care and community service providers in accordance with current policies, including the electronic referral service (ERS).

Primary Responsibilities

• Provide a secretarial service typing letters, reports and associated documentation using TPP SystmOne Clinical system, Lexacom digital dictation system and Microsoft Word
• Process referrals using the electronic referral system (ERS)
• Use TPP SystmOne and GP2GP links for a range of patient administration tasks
• Maintain the accuracy of the patient list, accepting amendments and deductions
• Accept new records and forward to GP for summary
• Print out and return full medical records to Medical Records at NHS Shared Business Systems for patients leaving the Practice
• Notify Patient Systems Team of deaths
• Scan and attach patient-related documentation to health records, adding appropriate READ codes where necessary (including 111 and Out of Hours reports, electronic discharge summaries and other clinical documents)
• Liaise with external agencies such as hospitals and community services to ensure referrals are processed efficiently
• Manage all enquiries in an effective manner
• Action all incoming letters and emails as appropriate
• Ensure the generic surgery email account is regularly checked and action all incoming email appropriately
• Input data and add READ codes into the patient health records as necessary
• Take Minutes for team meetings
• Undertake routine tasks by agreement and in rotation with colleagues
• Manage all administrative queries as necessary
• Maintain a clean, tidy, and effective working area at all times
• Support all clinical staff with general administrative tasks as requested

Secondary Responsibilities

• Partake in audit as directed by the audit lead
• Produce meeting agendas and record the minutes of meetings
• Confidentiality: respect patient privacy and handle information in accordance with practice policies and procedures
• Health & Safety: take reasonable care of own and others health and safety and infection control as defined in policy documents
• Equality and Diversity: support rights of patients, carers and colleagues and respect privacy and dignity
• Personal/Professional development: participate in training and annual performance reviews, maintain a record of development
• Quality: alert team to quality and risk issues, assess own performance, and support team improvement
• Communication: communicate effectively with team members, patients and carers; accommodate alternative communication methods
• Contribution to services: apply policies and participate in audit where appropriate
• Other: job description is not exhaustive and may be updated; duties may be requested by Partners or Practice Manager

Qualifications and Experience

Essential: Experience in a secretarial role and/or within the NHS (preferred).

Confidentiality and Compliance

Disclosure and Barring Service (DBS) check required. This post is subject to the Rehabilitation of Offenders Act and a submission for Disclosure will be made to the DBS.

Employer Details

Employer: Minchinhampton Surgery

Address: Cirencester Road, Minchinhampton, Stroud, Gloucestershire, GL6 9FB

Employer's website: https://www.minchsurgery.nhs.uk/