Secretary /Administrator

Hedena Health; Oxford; On-site; GBP 80,000 - 100,000; Full time

Job summary

A healthcare provider in Oxford is seeking a dedicated Secretary/Administrator to support practice teams. The role includes managing patient referrals, assisting in administrative tasks, and maintaining effective communication. Candidates should possess strong organisational skills and familiarity with administrative tools like EMIS. This is a full-time position offering a supportive work environment focused on staff wellbeing.

Benefits

Monthly training sessions

Staff Away Day

Fresh fruit and treats in the office

Qualifications

• Experience with secretarial and administrative tasks.
• Proficient in document management and communication.
• Ability to handle sensitive information responsibly.

Responsibilities

• Provide secretarial and administrative support to practice teams.
• Manage patient referrals and communication with secondary care.
• Ensure accurate record-keeping and document management.

Skills

Organisational skills

Communication

Attention to detail

Tools

EMIS

Lexacom

AccuRx

Job description

Job Summary

We are seeking a dedicated and organised Secretary/Administrator to join our team at Hedena Health to provide secretarial and administrative support to all members of the practice teams.

Main duties of the job: The primary objective is to provide secretarial and administrative support to all members of the practice teams at Hedena Health, including Branch Surgeries, and to co‑ordinate and maintain an effective and efficient referral service to support patients and the clinical team.

About Us

Are you looking to join a progressive, thriving organisation at the forefront of providing high quality patient‑centric care in Oxford? Hedena Health is one of Oxford’s largest providers of Primary Healthcare services, serving 26,000 patients from two sites in the Headington area. We run team‑based care to ensure the best for our patients.

Work‑life balance is important to us. We focus on teamwork and training, offering a monthly half‑day training curriculum, an annual staff Away Day focused on wellbeing, fresh fruit, homemade cakes and goodies in the staff room. A recent employee satisfaction survey shows 95% of respondents agree that Hedena is a great place to work.

Details

Date posted: 04 November 2025

Contract: Permanent

Working pattern: Full‑time, Part‑time

Reference number: A3940‑25‑0015

Job locations: 207 London Road, Headington, Oxford, OX3 9JA

Pay Scheme

Salary: Depending on experience

Job Responsibilities

• Lexacom transcription (audio typing of referrals, patient letters, medical reports, coroner reports, solicitor reports, retinal screening)
• Secretaries EMIS Patient Tasks
• Secretaries Outlook Emails
• Secretaries Docman Workflow
• Process NHS e‑referrals (choose and book) to facilitate patient secondary care appointments and provide advice and guidance with specialities such as ENT Berkshire, Rheumatology, Dermatology, Endocrinology, etc.
• Ensure referral read codes are added to patient referrals on EMIS and link documents
• Telephone liaison, responding to patient and secondary care services relating to referrals
• Process Email advice and monitor responses, ensuring data filed to patient notes
• Manage referral templates/proformas, ensuring completed correctly by clinicians
• Chase up missing reports, secondary care correspondence, results of investigations, and appointments relating to patient referrals
• Manage NHS Right to Choose Referrals for ADHD and Autism assessments
• Casenotes access requests for clinical and non‑clinical staff and assist with access to missing data for clinical staff
• Manage NHS e‑referrals work list (cancelled/rejected appointments, outstanding letters, triage responses, 2‑week wait reports, Advice & Guidance requests and responses)
• Upload digital photos relating to referrals/emails for advice to patient notes
• Scan documents to patient notes to accompany patient letters (ad‑hoc)
• AccuRx triage, adding contact details for service providers and action secretaries inbox from triage
• ICE community phlebotomy referrals, check requests & hospital appointments
• EMIS appointments patient appointments + adding to Acute Triage & Pharmacist triage
• EMIS All Records View outside organisation information tracking of consultations/correspondence
• Cerner Portal hospital appointments/correspondence/investigations
• Minute clinical meetings as required (Palliative Care)
• Bereavement Protocol – secretaries

Other Tasks

• Log all outgoing correspondence managed by secretarial team on Excel spreadsheet
• Upload referral data to AccuRx and Practice Index (practice intranet)
• Contacts update contacts on Excel spreadsheet and AccuRx
• Filing, photocopying and file management
• Any other task reasonably delegated and considered appropriate to the post

Person Specification

Experience

• Essential: N/A
• Desirable: N/A

Qualifications

• Essential: N/A
• Desirable: N/A

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer Details

Employer name: Hedena Health Ltd

Address: 207 London Road, Headington, Oxford, OX3 9JA

Employer's website: https://www.hedenahealth.co.uk