Dual Role Job Description
Medical Secretary and Administrator
Reports To Practice Manager
Hours 30-37.5 hours
Job Purpose
To provide comprehensive secretarial and administrative support to GPs and the wider practice team, ensuring the efficient operation of administrative services within the practice. The post holder will manage referrals, correspondence, patient communications, recall programmes, records management, and general office administration while maintaining high standards of confidentiality, accuracy, and patient care.
Key ResponsibilitiesMedical Secretary Duties
· Provide a comprehensive secretarial service to GPs and other clinicians.
· Prepare, process, and track referrals through the NHS e-Referral Service (e-RS).
· Type and process clinical correspondence, reports, and other documents as required.
· Manage incoming hospital letters, clinic correspondence, and investigation reports.
· Ensure referral documentation is complete and submitted within agreed timescales.
· Monitor referral outcomes and follow up outstanding appointments where necessary.
· Liaise with hospitals, community services, and external healthcare providers regarding patient care and appointments.
· Manage GP electronic workflows and action tasks as directed.
· Maintain accurate patient records and update clinical systems appropriately.
· Support clinicians with administrative duties relating to patient care.
Administrative Duties
· Provide general administrative support to the practice team.
· Handle incoming and outgoing emails and correspondence.
· Answer telephone enquiries professionally and direct calls appropriately.
· Assist patients with enquiries in person, by telephone, and electronically.
· Maintain filing systems, ensuring documents are accurately recorded and stored.
· Scan, code, and file documents into patient records in line with practice procedures.
· Complete patient record summarising, ensuring accurate and concise coding of relevant clinical information from medical records.
· Manage and undertake patient recall programmes in line with practice and NHS requirements.
· Invite eligible patients for routine recalls, including:
o Cervical Screening Programme
o Seasonal and routine vaccinations and immunisations
o NHS Health Checks
o Quality and Outcomes Framework (QOF) reviews
o Long-term condition reviews and other preventative health programmes
· Monitor recall lists and follow up non-responding patients in accordance with practice protocols.
· Support achievement of QOF and enhanced service targets through effective administration and patient engagement.
· Support the management of practice databases and information systems.
· Assist with appointment administration and patient communication processes.
· Order and maintain office supplies as required.
· Support administrative projects, audits, and quality improvement initiatives as directed by the Practice Manager.
General Responsibilities
· Maintain strict confidentiality in accordance with GDPR, Data Protection legislation, and NHS regulations.
· Ensure all work is undertaken in line with practice policies and procedures.
· Participate in mandatory training and professional development.
· Contribute to effective teamwork and positive working relationships.
· Support practice quality improvement initiatives.
· Ensure health and safety procedures are followed at all times.
· Undertake any other reasonable duties appropriate to the role.
Essential Qualifications
· Good standard of general education.
Essential Experience
· Previous administrative experience.
· Experience of working in a healthcare, NHS, or GP practice setting.
· Experience handling confidential information.
· Experience using Microsoft Office applications.
Desirable Experience
· Previous medical secretary experience.
· Experience using EMIS Web, SystmOne, or equivalent clinical systems.
· Knowledge of NHS referral pathways and e-RS.
· Experience of patient recall and call/recall systems within General Practice.
· Experience of QOF administration and long-term condition monitoring.
· Experience of clinical coding and records summarising.
Essential Skills and Knowledge
· Excellent written and verbal communication skills.
· Strong organisational and time-management skills.
· Ability to prioritise workload and work under pressure.
· High level of attention to detail and accuracy.
· Good IT and keyboard skills.
· Knowledge of patient recall systems and routine primary care programmes.
· Ability to work independently and as part of a team.
· Professional and patient-focused approach.
Personal Attributes
· Trustworthy and discreet.
· Flexible and adaptable.
· Reliable and punctual.
· Friendly and approachable.
· Committed to delivering excellent patient service.
What We Offer
- A supportive and friendly working environment
- Training and development opportunities
- NHS pension scheme (if applicable)
- Regular team support and supervision
- The opportunity to play a vital role in patient care
How to Apply
Please send your CV and a short covering letter to:
[email protected]
or apply via Indeed if advertised there.
Closing date: 6th August 2026
Interviews will be offered to shortlisted candidates.
Pay: From £13.08 per hour
Benefits:
- Company pension
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
- Store discount
Work Location: In person
