Medical Secretary
JOB TITLE: Medical Secretary part time
REPORTS TO: PRACTICE MANAGER
Referrals:
- To provide support to the Doctors and Health Professionals in the Practice incorporating the use of the digital dictation system.
- To type letters, reports and other documents as required by the partners, Practice manager and other team members
- To process referrals using the e-RS system or other pathways as appropriate
- To ensure that all referral letters are typed and sent within 48 hours (routine appointments) and 24 hours (2WW and urgent). Make hospital appointments for patients via e-referral system
- To check e-RS worklists during the day for any referrals where advice has been received, any referrals that have been rejected or cancelled, or any referrals that have been deferred
- To provide advice to clinicians on appropriate referral pathways
- To deal with patient queries about referrals
- To train new members of admin team in referrals and other admin tasks.
- To deal with emails and tasks to the secretarial team
- To communicate effectively with patients and carers recognising people’s needs for alternative methods of communication and respond accordingly
- To chase up all hospital appointments, results, letters and other queries when requested to do so by clinicians.
- To maintain audit data re hospital DNAs and check with patients as appropriate
Medical Records:
- Ensure correspondence, reports, results etc. are filed/scanned in correct records
- To ensure your own knowledge is kept up to date, making yourself aware of any changes through QOF or best practice that affect your role
Appointment system:
- To be familiar with all appointment systems
- To assist with the reception duties at time of shortages including answering phones and booking appointments
- To help with inviting patients during flu season and any other campaigns.
Other Administration duties:
- To deal with all non-NHS requests including insurance and solicitors queries, in line with agreed policies and best practice
- To deal with Subject Access Requests adhering to the practice policies and protocols
- To action/assign any unassigned tasks as appropriate
- To attend meetings and take minutes when required
- To be flexible to cover holidays and sickness to maintain the access required. This may involve changing working day start and finish times and/or working overtime.
- Dealing with the Electronic Document Interchange “Links”
- To cover vaccinations clinics to input data in the system
- Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.
Confidentiality:
This practice is committed to maintaining an outstanding confidential service.
- 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. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
- 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
Safeguarding:
- Be aware of the child & adult safeguarding procedures, local guidance and referral criteria
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security 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:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Using correct PPE as required by the workplace.
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (annually)
- Reporting potential risks identified
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 recognizes the importance of people’s 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, 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
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 team’s performance
- Work effectively with individuals in other agencies to meet patients’ needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize people’s 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
This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.
I have read, understand and agree to the above job description. I understand that this job description can be amended as I progress in my role.
Signature: ………………………………………………………………………………………………..
Name (printed): ……………………………………………………………………………………….
Date: ………………………………………………………………………………………………………….
Job Type: Part-time
Pay: £12.21-£13.00 per hour
Benefits:
- Company pension
- Free parking
Application question(s):
- How many years audio typing do you have?
- What knowledge do you have of Word Processing/Information Technology?
Education:
- GCSE or equivalent (required)
Experience:
- Secretarial: 1 year (required)
Work Location: In person
Application deadline: 12/09/2025