Job Title: Medical Secretary
Hours: 15 hours per week- split over 2 or 3 days, Wednesday-Friday.
Working hours and shift patterns will be agreed with the successful applicant.
Job Type: Permanent
About the Role
Fallodon Way Medical Centre is looking for an experienced, organised and motivated Medical Secretary to join our friendly and supportive administration team.
This is an exciting opportunity to become part of a forward-thinking, patient-centred GP practice. You will provide high-quality secretarial and administrative support to the clinical team, ensuring referrals, clinical correspondence and medical reports are processed accurately and efficiently.
The successful candidate will be an excellent communicator with strong organisational skills, the ability to prioritise a varied workload and a keen eye for detail. You will regularly liaise with GPs, practice staff, hospital departments, community services and patients, making this a varied and rewarding role.
There is the opportunity to join, or continue your membership of, the NHS Pension Scheme.
About Us
Fallodon Way Medical Centre is a friendly, successful training and research practice serving over 11,500 patients. We are committed to delivering high-quality, personalised healthcare in a supportive and professional environment.
Located in Henleaze, a leafy suburb of Bristol with excellent local amenities, we pride ourselves on maintaining a positive work-life balance while encouraging the ongoing professional development of our staff.
Our multidisciplinary team includes:
- 4 GP Partners and 5 Associate GPs
- Advanced Nurse Practitioners
- Nursing Team
- Pharmacy Team, including two Practice Pharmacists
- Award-winning Care Coordination Team
- First Contact Physiotherapist
- Mental Health Practitioner
- Workflow Administrators supporting clinical correspondence and results management
We value teamwork, continuous improvement and delivering an excellent service to our patients.
We use EMIS, Docman and Accurx to support safe, efficient clinical workflows and are committed to staff wellbeing, continuous improvement and professional development.
Main Duties and Responsibilities
Medical Secretarial Support
- Provide comprehensive secretarial support to the GPs and wider clinical team.
- Produce accurate, high-quality clinical correspondence within agreed practice timescales.
- Audio-type clinical letters using the digital dictation system.
- Process NHS and private referrals, ensuring all supporting documentation is included and referrals are completed within practice targets.
- Process urgent Two Week Wait (2WW) referrals within one working day using the NHS e-Referral Service (e-RS).
- Prepare medical reports and other clinical documentation, ensuring appropriate patient consent has been obtained where required.
- Complete private medical work within agreed timescales, including generating invoices and maintaining accurate records.
- Maintain a high standard of grammar, spelling and presentation in all correspondence.
Referral Management
- Manage referral queries from clinicians using EMIS, Docman and other practice systems.
- Monitor and action NHS e-Referral Service (e-RS) worklists on a daily basis.
- Keep up to date with referral pathways, funding criteria and national or local referral guidance.
- Ensure referrals are processed accurately and in accordance with NHS requirements.
Patient and Professional Communication
- Communicate professionally and sensitively with patients regarding referrals, reports and private work.
- Liaise effectively with GPs, practice staff, hospital departments, community teams, funding teams and other healthcare professionals.
- Respond to telephone calls, emails and written enquiries in a timely and professional manner.
- Resolve referral and administrative queries wherever possible, keeping patients informed of progress.
Administrative Support
- Maintain accurate patient records within EMIS and associated clinical systems.
- Record information accurately to support effective communication and audit requirements.
- Assist with requests for copies of medical records and access to health records.
- Support the administration of private work requests, coordinating appointments with clinicians where required.
- Provide additional cover during periods of annual leave or sickness where reasonably practicable.
Please note that this job description is intended to outline the principal duties and responsibilities of the role. It is not exhaustive and may be amended from time to time to reflect the changing needs of the Practice. Any significant changes will be discussed with the post holder before implementation.
Person Specification
Essential
Experience
- Minimum of two years' secretarial experience.
- Experience of handling confidential information in accordance with data protection requirements.
- Experience of accurate data entry and maintaining high data quality standards.
Qualifications
- GCSEs (or equivalent), including English and Maths.
Skills and Knowledge
- Excellent IT skills, including Microsoft Office.
- Excellent written and verbal communication skills.
- High standard of grammar, spelling and attention to detail.
- Excellent organisational and time management skills.
- Ability to prioritise workloads and meet deadlines in a busy environment.
- Ability to work independently and collaboratively within a multidisciplinary team.
- Professional, courteous and patient-focused approach.
- Ability to maintain confidentiality at all times.
Desirable
- Previous experience as a Medical Secretary within General Practice or the NHS.
- Experience using EMIS, Docman and the NHS e-Referral Service (e-RS).
- Knowledge of medical terminology.
- Understanding of NHS referral pathways and General Practice processes.
What We Offer
- NHS Pension Scheme (subject to eligibility)
- 5 weeks' annual leave plus bank holidays (pro rata for part-time staff)
- Sick pay
- Free flu vaccination
- Health and wellbeing programme
- Free on-site parking
- Company events
- Comprehensive induction and ongoing training
- Opportunities for professional development within a supportive and friendly team
Pay: £15.08 per hour
Benefits:
- Company pension
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
