Medical Secretary/PA

NHS; Hook; On-site; GBP 21,000 - 30,000; Full time

Job summary

A healthcare organization in Hook is seeking a proactive Medical Secretary/PA to provide high-level administrative support. Responsibilities include managing patient records, transcribing medical documents, and coordinating appointments. The ideal candidate has strong organizational skills, confidentiality awareness, and experience in a medical setting. Join a friendly team dedicated to quality care for over 18,000 patients.

Qualifications

• Previous experience in a medical secretary or administrative role is essential.
• Knowledge of medical terminology is essential.
• Experience supporting clinical staff in a healthcare setting is preferred.

Responsibilities

• Managing correspondence, appointments, and patient records.
• Typing and transcribing medical letters, reports, and patient notes.
• Handling patient enquiries with professionalism.

Skills

Excellent organisational skills

Strong communication skills

Attention to detail

Proficiency in Microsoft Office

Ability to multitask

Education

GCSE grade A to C in English and Maths

RSA/OCR/NVQ Level 2 or 3 in Administration/Secretarial Studies

Tools

EMIS

Docman

Outlook

Job description

To be responsible forundertaking a wide range of secretarial and administrative duties and theprovision of administrative roles for the GP team, with GPs allocated to youdirectly to support. Duties can include but are not limited to; the processingof information (electronic and hard copy) in a timely manner, liaising withmultidisciplinary team members and external agencies such as secondary care andcommunity service providers in accordance with current policies. ensuring alladministrative duties are performed effectively and to the required standard,meeting the objectives of the practice.Tosupport the practice in promoting quality and continuous improvement, confidentiality,collaborative working, service delivery, learning and development and carry outother duties as directed by the partners.

Main duties of the job

The Secretary/PA will primarily report to the GP Partners and is responsible for:

• Overseeingthe administration and supporting the partners with their extensive workload.
• Actioningtasks involving direct contact with patients
• Completingforms and sending to external agencies such as secondary care and community serviceproviders
• Identifyingand Supporting the Quality and Outcome Frameworks andother DES/LES specifications, assist with QOF targets
• Ability to organise, plan and prioritise on own initiative,including when under pressure and meeting deadline
• Knowledge of general practice clinical systems, such as, EMIS, Docman, eRs
• Developing,implementing, and embedding efficient office processes and procedures to adhereto existing legislation
• Monitoringworkflows to ensure they are completed in a timely manner

About us

We are a friendly team of clinical and administrative staff, operating from two sites in Hook and Hartley Wintney, providing care to over 18,000 patients.

Job responsibilities

We are seeking an organised, professional, and proactive Medical Secretary/PA to provide high-level administrative and secretarial support to medical professionals and departments. The role involves managing correspondence, appointments, and patient records, ensuring smooth daily operations within the healthcare environment.

Key Responsibilities:Secretarial/Administrative Support:

Typing and transcribing medical letters, reports, and patient notes

Acting as the first point of contact for queries from patients, staff, and external agencies.

Maintaining accurate and confidential patient records (electronic and paper).

Processing incoming and outgoing correspondence promptly.

Personal Assistant Duties:

Managing emails, reminders, and prioritising tasks.

Drafting letters and handling confidential information sensitively.

Handling patient enquiries via phone, email, and in person with professionalism and empathy.

Coordinating appointments, tests, and follow-ups.

Ensuring patients are informed about their care pathway.

Office & Systems Management:

Using medical software systems (e.g., EMIS, Docman, eRs, Outlook).

Ensuring administrative processes comply with GDPR, NHS standards, or clinic protocols.

• Key Skills and Attributes:
• Excellent organisational and time management skills.
• High level of confidentiality, professionalism, and attention to detail.
• Strong written and verbal communication skills.
• Ability to multitask and prioritise in a busy clinical environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and medical IT systems.

Person Specification

Qualifications

• GCSE grade A to C in English and Maths
• Previous experience in a medical secretary or administrative role (essential).
• RSA/OCR/NVQ Level 2 or 3 in Administration/Secretarial Studies or equivalent (desirable).
• Knowledge of medical terminology (essential).
• Experience supporting clinical staff in a healthcare setting (e.g., NHS, private practice).

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.