About Grosvenor Orthopaedic Partners
Grosvenor Orthopaedic Partners is an elite orthopaedic surgery and sports medicine group based in Central and West London. Founded in 2019, the company has developed a reputation for extremely high-quality care and patient experience. There are currently 26 consultant partners, with significant further growth anticipated.
Role Overview
We are seeking an experienced, highly organised, and adaptable Private Medical Float Secretary to provide comprehensive secretarial and administrative support across our busy private consultant practices.
This is a key support role within the team, designed to provide seamless cover for medical secretaries during periods of annual leave, sickness absence, and increased workload, whilst also assisting the wider team on a day-to-day basis to ensure the smooth and efficient running of all consultant practices.
Unlike a traditional medical secretary role, the successful candidate will not be assigned to one specific consultant. Instead, they will develop a strong working knowledge of all consultant practices, systems, and processes in order to provide flexible support wherever required. This will involve working across multiple specialties and adapting quickly to differing consultant preferences and ways of working.
In addition, the Float Secretary will act as the central liaison for the anaesthetist team, assisting with the coordination and sourcing of anaesthetic cover for theatre lists and procedures, helping to ensure continuity of patient care and theatre efficiency.
The ideal candidate will thrive in a fast-paced environment, demonstrate excellent attention to detail, and possess the ability to prioritise and manage a varied workload whilst maintaining a professional and compassionate approach at all times.
Principle Objectives
- To provide effective cross-cover for medical secretaries during periods of absence and increased demand.
- To support the smooth day-to-day running of the wider secretarial team and consultant practices.
- To ensure a consistently high standard of secretarial and administrative support is delivered across all consultant practices.
- To develop and maintain a strong understanding of each consultant’s individual practice requirements and workflows.
- To coordinate effectively with consultants, hospitals, anaesthetists, insurers, patients, and external healthcare providers.
- To utilise all required technology, systems, and software packages effectively and efficiently.
- To contribute positively to service improvements and support efficient team working practices.
- To maintain the highest standards of confidentiality, professionalism, and patient care at all times.
- Deputise for the Operations Manager in their absence.
Secretarial & Administrative Support
- Cover consultant secretaries during annual leave, sickness absence, and other periods of leave or busy periods.
- Provide comprehensive secretarial and administrative support across all consultant practices as required.
- Organise and manage consultant diaries, clinics, theatre lists, and schedules.
- Arrange and coordinate patient appointments, procedures, investigations, and follow-up appointments.
- Deal with all incoming enquiries via telephone, email, and correspondence in a professional and timely manner.
- Maintain and update patient records accurately using practice management systems and hospital systems where appropriate.
- Prepare, proofread, and process patient correspondence, clinic letters, reports, and other documentation.
- Liaise with hospitals, GP surgeries, external consultants, allied health professionals, and other healthcare providers.
- Liaise with private medical insurance companies regarding authorisations, billing queries, and patient information where required.
- Ensure consultants, patients, hospitals, and relevant parties are kept informed of clinic changes, delays, cancellations, or scheduling updates.
- Proactively manage issues arising within clinics or theatre lists and escalate concerns appropriately.
- Assist with the smooth and efficient running of consultant practices and support continuity of service across the team.
- Undertake any other administrative duties as directed by the management team.
- Demonstrate flexibility in response to changing business priorities.
Team Support & Service Development
- Assist with the induction of new staff, including attending their in-house training.
- Provide day-to-day support to the wider secretarial team.
- Provide guidance and support to colleagues whilst promoting high standards of service deliver
- Share knowledge and assist colleagues to ensure continuity and consistency of service delivery.
- Support onboarding and training of new team members where appropriate.
- Contribute to continuous improvement of administrative processes and working practices.
- Provide a quarterly update session with the team to outline any changes within consultant practices.
- Maintain flexibility to support changing service demands and operational priorities.
- Supporting a collaborative and positive team culture.
Anaesthetist Liaison Responsibilities
- Act as the primary administrative liaison for the anaesthetist team.
- Coordinate and assist with sourcing anaesthetic cover for theatre lists and procedures.
- Communicate effectively with consultants, anaesthetists, hospital theatre teams, and scheduling departments regarding availability and cover arrangements.
- Maintain accurate and up-to-date records of anaesthetist availability and contact details.
- Assist in resolving scheduling conflicts and escalating any concerns regarding theatre cover in a timely manner.
- Support the efficient coordination of theatre activity to minimise disruption to patient care and consultant schedules.
Practice Operations Support
- Assisting with operational and administrative coordination activities.
- Supporting compliance, governance and audit requirements.
- Assisting with data collection, reporting and record management.
- Contributing to the review and refinement of administrative processes and procedures.
- Attending team and operational meetings as required.
- Providing administrative support for practice initiatives and projects
Skills & Experience
Essential
- Previous experience in a private medical secretary role.
- Excellent spoken and written communication skills.
- Excellent organisational and time management skills.
- Excellent administration and multitasking abilities.
- Excellent IT skills, including Microsoft Office and practice management systems.
- Ability to work effectively both independently and as part of a team.
- Ability to work calmly and efficiently under pressure in a fast-paced environment.
- High level of attention to detail and accuracy.
- Ability to prioritise and manage a varied workload.
- Professional, confident, and approachable manner.
- Ability to use initiative and problem-solve effectively.
- Ability to quickly adapt to different working styles and consultant requirements.
- Tactful and professional when handling sensitive or confidential information.
- Understanding of the importance of patient confidentiality and GDPR compliance.
- Ability to pick up and understand medical terminology quickly.
Desirable
- Experience working with orthopaedic surgeons
- Knowledge of medical terminology.
- Experience coordinating theatre lists or consultant schedules.
- Previous experience liaising with private medical insurance companies.
- Experience using practice management software and hospital systems.
- Experience working within private healthcare settings.
Personal Attributes
- Team-oriented with a willingness to support colleagues.
- Flexible and adaptable approach to work.
- Positive and proactive attitude.
- Strong interpersonal and relationship-building skills.
- Calm and professional under pressure.
- Reliable and dependable.
- Able to work with discretion and maintain confidentiality at all times.
- Strong problem-solving skills and ability to think ahead.
Job Specifics
· Hours: Full Time – 37.5 hours per week, Monday to Friday, 9:00am – 5:00pm
· Salary: £38,000 per annum
· Benefits:
- 25 Days Annual Leave plus Bank Holidays
- Company Sick Pay
- Company Pension
- Hybrid/Remote Working Opportunities (subject to business needs)
Role Brief
As a senior member of the team, the successful candidate will be expected to demonstrate flexibility and a strong commitment to service delivery. Whilst contracted hours are 37.5 hours per week, there may be occasions where additional support is required to ensure business continuity, support colleagues or respond to operational demands.
The role requires a professional, accountable and solutions-focused approach, with a willingness to contribute to the wider success of the practice.
If you are an experienced private medical secretary looking to take the next step in your career and broaden your responsibilities within a leading private practice, we would welcome your application.
Pay: £38,000.00 per year
Benefits:
- Company pension
- Work from home
Work Location: Remote
