Company Secretary jobs in United Kingdom

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.

The post holder will be responsible for undertaking a wide range of secretarial and administrative duties including the provision of administrative support to the clinical team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with clinical team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Minchinhampton Surgery is a welcoming and well‑established GP practice located in the heart of the Cotswolds, serving a vibrant rural community surrounded by stunning countryside. The surgery is known for its strong patient‑centred ethos, combining traditional family practice values with modern, forward‑thinking primary care.

The clinical team includes seven dedicated GP partners, supported by a skilled multidisciplinary team who work collaboratively to provide high‑quality, accessible healthcare. Staff take pride in maintaining a supportive, friendly, and respectful working environment where teamwork is at the core of daily operations.

With a strong work ethic, commitment to continuity of care, and a genuine focus on patient wellbeing, Minchinhampton Surgery strives to offer compassionate, efficient, and reliable healthcare to the local community it serves.

Job Title Medical Secretary and Administrator

Salary £15.91 per hour

Responsible to Practice Manager

Job purpose

To work with other member of the Secretarial and Administrative Team to provide administrative and secretarial support to the clinical team

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the clinical team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with clinical team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Primary Responsibilities

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

Provide a secretarial service typing letters, reports and associated documentation as required 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

Scanning of patient related documentation and attaching scanned documents to patients healthcare records, adding appropriate READ codes where necessary. This will include 111 and Out of Hours reports, electronic discharge summaries and other clinical documents

Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

Manage all enquires 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 patients healthcare records as necessary

Take Minutes for team meetings

Undertake routine tasks by agreement and in rotation with colleagues

Maintain a clean, tidy, effective working area at all times

Support all clinical staff with general administrative tasks as requested

Secondary Responsibilities

In addition to the primary responsibilities, the medical secretary may be requested to:

Partake in audit as directed by the audit lead

Produce meeting agendas and record the minutes of meetings

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & safety

The post-holder has a duty to take reasonable care of their own and others health and safety and infection control as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include (but will not be limited to):

Using personal security systems within the workplace according to practice guidelines

Keeping own work areas tidy and identifying issues and hazards and highlighting these to the Practice Manager

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and of the individual, is non‑judgmental and respects their circumstances, feelings priorities and rights.

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Complete mandatory training as directed by the Practice Manager

Quality

The post-holder will strive to maintain quality within the practice, and will

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services

The post-holder will:

Apply practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate.

Other

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the Practice Manager and post holder.

The post holder is required to carry out any duties that may reasonably be requested by the Partners or Practice Manager.

• Experience working in a secretarial role and/or within the NHS preferred.

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.