Medical Secretary - Shared Teams
16-29 hours per week
We offer membership to the NHS Pension Scheme, BHSF Plan and an Employee Assistance Programme.
References, a Disclosure and Barring Service (DBS) check and completion of an occupational health questionnaire will be required for this post.
Mowbray Square Medical Centre is a purpose-built site shared between Strayside Health and The Spa Surgery. Together, the practices form the Mowbray Square Primary Care Network (PCN) which is responsible for approximately 30,000 patients.
Each Practice have their own team of GPs, Nurses, Pharmacists, Managers and Receptionists. These are supported by well-organised and professional shared teams who provide services to both practices within the Mowbray Square PCN.
We are seeking to recruit a part-time medical secretary to join our shared team. This is an exciting opportunity to join a dynamic, busy secretarial team in modern, purpose-built premises.
We are looking for a motivated individual to support our clinicians to deliver high quality patient focused care.
You will be working within the medical secretary team, being responsible to the Shared Teams Manager.
Job responsibilities:
- To provide an efficient medical secretary service for GPs as required. This includes the creation of letters, generating and processing patient referrals etc. in an accurate manner
- To book hospital appointments for referrals
- To deal with Medical Secretary Tasks from GPs in a timely and appropriate manner
- To make referrals to other services in a timely manner using the most up to date referral pathways, forms, and methods
- To liaise with hospital services in relation to GP and patient enquiries as appropriate
- To establish and maintain filing and administrative systems so that information is easily accessible and secure
- To ensure appropriate consent is requested before patient data is released to third parties
- To support the timely completion of medical/insurance reports
- To process non NHS paperwork requests accurately and to the required timescales.
- Scan and file correspondence in patient medical records
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
- To maintain patients' electronic records in an accurate and secure manner
- To receive and dispatch mail and maintain a pending system
- To assist with the gathering of statistics and information when required
- To provide cover for members of the secretarial team during periods of sickness and annual leave
- Maintain adequate supplies of office stationery in order to perform your secretarial duties
Confidentiality:
- While 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 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
- 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
- Undertaking periodic infection control training (minimum 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 recognises 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.
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members within MSMC.
- Communicate effectively with patients and carers
- Recognise people’s needs for alternative methods of communication, 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
EDUCATION /QUALIFICATIONS
- Educated to GSCE level including Maths and English C/6 or above - essential
KNOWLEDGE & EXPERIENCE
- Knowledge of Primary Care and GP Practices - desirable
- Experience of clerical/data type work - essential
- Experience of medical record terminology/summarising - desirable
- Knowledge of the SystmOne computer system - desirable
DEMONSTRABLE SKILLS IN
- Keyboard skills - essential
- Computer Literacy - Microsoft Word/Outlook - essential
- Problem Solving - essential
- Organisational skills - essential
- Attention to detail - essential
- Methodical approaches to work - essential
- Excellent written communication skills - essential
- Working well under pressure - essential
- Prioritising multiple tasks - essential
- Willingness to adapt to change - essential
- Self-motivation - essential
ADDITIONAL
- Flexibility around working hours - essential
At times the needs of the service mean staff are asked to cover their colleagues. We try to minimise how often we ask staff to to this, but flexibility is a requirement of this job.
References will be required.
Previous candidates need not apply.
Closing Date: 5th August 2026
Job Types: Part-time, Permanent
Benefits:
Job Types: Part-time, Permanent
Pay: £13.09 per hour
Work Location: In person
