Secretary team leader

NHS; Manchester; On-site; GBP 20,000 - 26,000; Part time

Job summary

An exciting opportunity awaits as a Secretary Team Leader at a leading GP practice, where you'll manage our secretarial team and ensure efficient operation. Your role will encompass audio typing, administration duties, and maintaining quality standards in patient correspondence, all while contributing to a supportive healthcare environment.

Qualifications

• Demonstrable literacy and numeracy skills equivalent to GCSE Grade 4.
• Experience as a secretary in a GP practice is desirable.
• Experience in medical terminology and time management.

Responsibilities

• Oversee the daily workflow of the medical secretarial team.
• Monitor secretarial inboxes and work queues for timely action.
• Conduct annual appraisals for medical secretaries.

Skills

Word Processing

Audio Typing

Confidentiality

Diplomacy

People Skills

IT Skills

Time Management

Education

GCSE Grade 4 (or C)

Tools

EMIS

Lexacom

Job description

Job summary

An exciting opportunity has arisen for a friendly, confident, enthusiastic and energetic person to work as a team leader with our secretarial team at our busy training Practice. The role is to support the doctors and health professionals, involving word processing and audio typing skills with general administrative work. Confidentiality, diplomacy, good people and IT skills, smart appearance and a good sense of humour are all essential requirements for this post. Main duties of the job are to oversee the daily workflow of the secretarial team, monitor inboxes, maintain efficient systems for tracking referral deadlines and correspondence turnaround times, facilitate team meeting and annual appraisals for the secretarial team, alongside other duties.

Main duties of the job

You'll lead and oversee the secretarial team, ensuring they operate efficiently and meet all deadlines.

Be able to provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals etc. in an accurate and quality manner. Full responsibility of electronic referral management system.

Experience of working on Emis and Lexacom.

About us

Chorlton Family Practice is a well-established and dynamic GP practice committed to providing high-quality, patient-centered care to our diverse community in Chorlton. We pride ourselves on our collaborative and supportive working environment, where every member of our team plays a vital role in delivering excellent healthcare services.

Our dedicated team comprises:

• GP Partners:6 experienced and dedicated GP partners who provide clinical leadership and direction.
• Salaried GPs:6 Salaried GPs, who contribute to the delivery of a wide range of primary care services.
• GP Trainees:We are proud to be a training practice, supporting the development of future GPs.
• Practice Nurses/Health care assistants:7 highly skilled Practice Nurses and Health Care Assistants who provide essential nursing care, including chronic disease management, immunisations, and health promotion.
• Pharmacy Technicians:3 Pharmacists who play a crucial role in medication reviews, prescribing support, and medicines management.
• Urgent Care Teams:We work with a team of Nurse Prescribers and Advanced Clinical Practitioners to supplement our services.
• Administrative and Support Staff:Our dedicated administrative, reception, and secretarial teams ensure the smooth and efficient running of the practice, providing essential support to both clinical staff and patients.

We serve a diverse patient population of approximately 22,000 patients, with a broad age range and a variety of healthcare needs.

Details Date posted

06 June 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A4456-25-0002

Job locations

1 Nicolas Road

Chorlton

Manchester

Greater Manchester

M21 9NJ

Job description Job responsibilities

Please see attached job description Job

The following are the core responsibilities of the Secretary Team Leader, There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Oversee the daily workflow of the medical secretarial team, allocating tasks, managing priorities and ensuring equitable distribution of workload

b. Monitor secretarial inboxes and work queues, ensuring timely action and completion of all tasks

c. Maintain efficient systems for tracking referral deadlines and correspondence turnaround times

d. Conduct regular informal check-ins and formal annual appraisals for medical secretaries

e. Provide constructive feedback and identify training and development needs for the medical secretary team

f. Address performance issues promptly in conjunction with the practice manager

g. Facilitate team meetings to discuss workflow, share updates, address challenges and promote a positive team environment

h. Conduct spot checks on outgoing correspondence, referral letters to ensure accuracy and quality

i. Typing letters, reports and associated documentation as required

j. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

k. Managing all enquiries in an effective manner

l. Scanning patient related documentation and attaching scanned documents to patients healthcare records

m. Inputting data into the patients healthcare records as necessary

n. Processing referrals using the electronic referral system (ERS)

o. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

p. Managing all administrative queries as necessary

q. Maintaining a clean, tidy, effective working area at all times

r.Supporting all clinical staff with general administrative tasks as requested

Job description Job responsibilities

Please see attached job description Job

The following are the core responsibilities of the Secretary Team Leader, There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Oversee the daily workflow of the medical secretarial team, allocating tasks, managing priorities and ensuring equitable distribution of workload

b. Monitor secretarial inboxes and work queues, ensuring timely action and completion of all tasks

c. Maintain efficient systems for tracking referral deadlines and correspondence turnaround times

d. Conduct regular informal check-ins and formal annual appraisals for medical secretaries

e. Provide constructive feedback and identify training and development needs for the medical secretary team

f. Address performance issues promptly in conjunction with the practice manager

g. Facilitate team meetings to discuss workflow, share updates, address challenges and promote a positive team environment

h. Conduct spot checks on outgoing correspondence, referral letters to ensure accuracy and quality

i. Typing letters, reports and associated documentation as required

j. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

k. Managing all enquiries in an effective manner

l. Scanning patient related documentation and attaching scanned documents to patients healthcare records

m. Inputting data into the patients healthcare records as necessary

n. Processing referrals using the electronic referral system (ERS)

o. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

p. Managing all administrative queries as necessary

q. Maintaining a clean, tidy, effective working area at all times

r.Supporting all clinical staff with general administrative tasks as requested

Person Specification Qualifications Essential

• Demonstrable literacy and numeracy skills equivalent to GCSE Grade 4 (or C)

Desirable

• experience of being a secretary in a GP practice
• experienced typist
• medical terminology
• time management
• knowledge of EMIS and Lexacom

Person Specification Qualifications Essential

• Demonstrable literacy and numeracy skills equivalent to GCSE Grade 4 (or C)

Desirable

• experience of being a secretary in a GP practice
• experienced typist
• medical terminology
• time management
• knowledge of EMIS and Lexacom

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.

Employer details Employer name

Chorlton Family Practice

Address

1 Nicolas Road

Chorlton

Manchester

Greater Manchester

M21 9NJ

Employer's website

https://www.chorltonfamilypractice.nhs.uk/ (Opens in a new tab)

Employer details Employer name

Chorlton Family Practice

Address

1 Nicolas Road

Chorlton

Manchester

Greater Manchester

M21 9NJ

Employer's website

https://www.chorltonfamilypractice.nhs.uk/ (Opens in a new tab)