Referrals Administrator/ Medical Secretary (Maternity Cover)
An exciting opportunity has arisen within the secretarial team at Thomas Walker Westgate Healthcare. We are looking for a dynamic and enthusiastic individual to join our existing team on a temporary basis to cover maternity leave and support our team to deliver excellent patient care.
The post holder will provide comprehensive, highly efficient administration support to the secretarial team, which will include letters for clinicians, email monitoring, referrals administration, dealing with internal and external queries, diary management and other administrative duties. The post is for a fixed term of eighteen months to cover maternity leave.
Main duties of the job
* Processing referrals, reports (insurance, government and solicitors) and letters.
* Dealing with telephone enquiries regarding referral letters (secretaries, hospitals, patients and outside agencies).
* Answering incoming phone calls, transferring calls or dealing with the callers’ request appropriately.
* Producing referrals using the e‑RS electronic referral system and paper referrals when applicable, including processing of 2 Week Wait referrals (2WW) within the required time frame.
* Processing patient letter requests (fee paying).
* Assisting the clinical team with guidance of referrals if needed.
* Contacting hospitals with queries.
* File and store records as required.
* Photocopy documentation as required.
* Inputting data into the patients’ healthcare records as necessary.
* Managing all administrative queries as necessary.
* Carrying out system searches as requested.
* Recording meeting minutes when required.
* Maintaining a clean, tidy, effective working area at all times.
About us
Thomas Walker Westgate Healthcare is a 24,000+ patient practice and one of Peterborough’s largest practices, an active member of Peterborough and East PCN. We host medical students and registrars and provide a supportive, forward‑thinking environment that values training and partnership with our teams.
We are committed to safeguarding, protecting the people we care for, and creating a setting in which everyone feels welcome and safe. All posts are subject to a safer recruitment process which includes the disclosure of criminal records and barring checks, scrutiny of employment history and robust referencing.
Benefits
* Free parking
* Access to NHS discounts
* Employee recognition rewards
* Staff training programme
* Monthly team meetings
* Free tea & coffee
* Opportunities for additional training and progression for suitable candidates
Job responsibilities
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. All such information will be regarded as strictly confidential.
Health & Safety:
The post holder will assist in promoting and maintaining health, safety and security as defined in the Practice Health & Safety policy, manual and infection control procedures. This includes using personal security systems, identifying and managing risks, reporting hazards immediately and maintaining a clean work environment.
Equality & Diversity:
The post holder will support the equality, diversity and rights of patients, carers and colleagues by respecting privacy, dignity, and beliefs, and behaving in a welcoming, non‑judgmental manner.
Personal/Professional Development:
Participation in an annual performance review and engagement with training programmes will be expected, with the post holder taking responsibility for their own development.
Quality:
The post holder will strive to maintain quality within the practice, alerting team members to quality issues, assessing their own performance, and contributing to team effectiveness.
Communication:
Effective communication with team members, patients, carers and third‑party companies is essential, including recognising alternative communication needs.
Any Other Duties:
Any other duties as may be determined by the practice management team and partners.
Person Specification
Experience
* Proven experience in a medical secretarial or administrative role within a healthcare setting.
* Excellent typing and transcription skills, including experience with audio dictation.
* Strong knowledge of medical terminology and clinical correspondence formatting.
* Excellent communication and interpersonal skills, with a professional and patient‑centred approach.
* High level of accuracy and attention to detail.
* Proficient in Microsoft Office and other healthcare systems.
Qualifications
* GCSE A to C in English and Maths or equivalent.
* Keyboard skills to RSA III or equivalent secretarial experience.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
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