Job summary
We are looking for a professional, organised and friendly individual who thrives in a busy healthcare environment and takes pride in delivering excellent patient care through outstanding administrative support.
As a Medical Secretary within our Practice, you will be responsible for managing referrals, correspondence, clinic letters and patient communications, ensuring that information is processed accurately, confidentially and in a timely manner. You will work closely with GPs, clinicians and colleagues to help maintain the smooth and efficient running of our services.
This is an exciting opportunity to join a supportive, dedicated and forward-thinking team where your contribution will be valued and recognised. We offer a positive working environment, opportunities for learning and development, and the chance to make a real difference to the experience of our patients every day.
If you are highly organised, have excellent communication skills, can work effectively under pressure and are committed to providing exceptional administrative support within primary care, we would love to hear from you. Join us and become an important part of a Practice that is committed to delivering high-quality care to our local community.
Main duties of the job
As a Medical Secretary, you will provide a comprehensive administrative service to support the clinical team and ensure patients receive a professional and efficient service. Key duties include processing referrals, managing incoming and outgoing correspondence, handling patient enquiries, maintaining accurate clinical records, and supporting administrative functions of the Practice.
You will liaise with patients, hospitals, community services and other healthcare professionals, ensuring information is communicated accurately and promptly. The role requires excellent organisational skills, attention to detail and the ability to prioritise a busy workload while maintaining confidentiality at all times.
The successful candidate will be confident using clinical systems and Microsoft Office applications, possess strong communication skills, and work effectively both independently and as part of a team.
Previous experience in a healthcare or medical secretarial setting would be advantageous, although full training will be provided for the right candidate. This is an important role that contributes directly to the smooth running of the Practice and the delivery of high-quality patient care.
About us
At Bartlett Group Practice, we are proud to provide high-quality, patient-centred healthcare to our local community. Our Practice is supported by a dedicated multidisciplinary team of GPs, nurses, healthcare assistants, pharmacists, administrative staff and management who work collaboratively to deliver safe, compassionate and effective care.
We are a friendly, supportive and forward-thinking organisation that recognises the importance of every team member's contribution. We foster a positive working environment where colleagues are treated with respect, encouraged to develop their skills and supported to achieve their full potential. Teamwork, professionalism and excellent patient service are at the heart of everything we do.
Working with us offers the opportunity to be part of a busy and rewarding primary care setting where no two days are the same. We are committed to staff wellbeing and provide a welcoming atmosphere where employees feel valued and appreciated. We encourage continuous learning and development and strive to create opportunities for career progression wherever possible.
If you are looking to join a well-established Practice with a strong community focus, a collaborative team culture and a commitment to delivering outstanding patient care, Bartlett Group Practice could be the perfect place for you.
Job descriptionJob responsibilities
This job is for 15 hours over 2 days. Pay is dependent on experience.
Job Purpose
The Medical Secretary is a key administrative role within the NHS, providing essential support to clinicians and the wider practice team. The role involves managing correspondence, handling patient queries, coordinating appointments, and ensuring the smooth flow of administrative tasks to facilitate high-quality patient care.
Key Responsibilities
Secretarial Support
- Provide comprehensive secretarial support to GPs, nurses, and other clinicians, including typing correspondence such as referral letters, reports, and medical summaries.
- Manage clinical correspondence through systems such as e-Referrals (formerly Choose and Book), ensuring all referrals are processed accurately and in a timely manner.
- Manage Advice and Guidance (A&G) requests through ERS, including sending and receiving queries.
- Prepare and organise documentation for clinics, meetings, and patient care plans.
- Handle all secretarial roles relating to the Surrey Vasectomy Services as required.
Administrative Duties
- Maintain accurate and up-to-date patient records, ensuring compliance with GDPR and confidentiality standards.
- Manage incoming and outgoing mail, both electronic and physical, ensuring all correspondence is prioritised and actioned appropriately.
- Assist with maintaining and updating clinical systems (e.g., EMIS).
- Assist with death process and certifications.
- Assist with DXS referral systems, including liaison to add or remove forms as well as managing clinician referrals through this pathway.
- Be aware of and understand how to use Xyla/Cinapsis for referrals.
Patient Liaison
- Act as the first point of contact for patient queries related to referrals, and death certificate queries.
- Communicate professionally and empathetically with patients, ensuring their needs are met and any concerns are addressed or escalated as necessary.
- Support patients in accessing services, including signposting them to appropriate resources or healthcare providers.
Team Collaboration
- Work closely with GPs, practice staff, and external healthcare professionals to ensure seamless coordination of patient care.
- Assist in team meetings, including minute-taking and distributing meeting documents.
- Provide cover for colleagues during absences or busy periods.
Compliance and Quality Assurance
- Adhere to NHS policies, including health and safety, confidentiality, and safeguarding procedures.
- Participate in audits and quality improvement initiatives to enhance practice operations.
- Maintain professional development by attending training and keeping skills up to date.
Key Skills & Competencies
- Organisational Skills: Ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
- Communication: Excellent verbal and written communication skills to liaise with patients, clinicians, and external agencies.
- IT Proficiency: Competence in using clinical systems (e.g., EMIS) and office software (e.g., Microsoft Office).
- Attention to Detail: High level of accuracy in document preparation and data entry.
- Customer Service: Strong interpersonal skills, with the ability to remain professional and empathetic in challenging situations.
- Problem-Solving: Capable of addressing administrative issues and identifying solutions promptly.
Essential Requirements
- Previous experience in a secretarial or administrative role, preferably within the NHS or a healthcare setting.
- Knowledge of medical terminology.
- Understanding of confidentiality and data protection (GDPR) principles.
- Ability to work independently and as part of a team.
Desirable Requirements
- Audio typing skills and experience with dictation software.
- Familiarity with e-Referrals and other NHS systems.
- Formal qualifications in medical administration or secretarial work.
- Experience working in a GP practice or hospital environment.
Person Specification Experience Essential
- Previous experience in a secretarial or administrative role, preferably within the NHS or a healthcare setting.
- Knowledge of medical terminology.
- Understanding of confidentiality and data protection (GDPR) principles.
- Ability to work independently and as part of a team.
Desirable
- Audio typing skills and experience with dictation software.
- Familiarity with e-Referrals and other NHS systems.
- Formal qualifications in medical administration or secretarial work.
- Experience working in a GP practice or hospital environment.
IT Skills Essential
- IT Skills to a good standard
Qualifications Essential
- GCSE grade A to C in English and Maths
Desirable
- Secretarial Qualification
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.
Pay: From £12.71 per hour
Benefits:
- Free parking
- On-site parking
Ability to commute/relocate:
- Camberley GU16 6QQ: reliably commute or plan to relocate before starting work (required)
Work Location: In person
