We are looking for an organised, professional and proactive Medical Secretary to join our busy GP surgery on a full-time basis. This is an important role supporting our clinical team with referrals, correspondence and day-to-day administrative processes, helping to ensure patients receive a safe, efficient and high-quality service. The role is full time, working 37.5 hours per week, usually 08:00 to 16:30, with Fridays worked on a fortnightly rotation between 08:00 to 16:30 and 09:00 to 17:30.
Main duties of the job
The Medical Secretary will provide secretarial and administrative support to clinicians, with a focus on managing referrals, preparing clinical correspondence and helping to ensure patient-related documentation is processed accurately and in a timely way. The role also involves liaising with patients, hospitals and other healthcare providers, while maintaining confidentiality and supporting the smooth day-to-day running of the Practice.
About us
Northgate Medical Practice is one of the largest GP practices in Canterbury, providing care to over 21,000 patients across our Northgate, Blean and Chartham sites. We are a busy, well-established and forward-thinking Practice with a strong focus on teamwork, professionalism and delivering high-quality patient care.
Our multidisciplinary team includes GPs, nurses, pharmacists, healthcare assistants and administrative staff, all working closely together to support our patients and one another. We aim to create a supportive and respectful working environment where colleagues feel valued, encouraged and able to develop in their roles.
Job responsibilities
The Medical Secretary will provide a high-quality secretarial and administrative service to clinicians and the wider Practice team, supporting the safe and efficient delivery of patient care.
The main duties of the role include:
* Preparing, checking and formatting dictated letters, reports and clinical correspondence
* Processing, submitting and tracking referrals through the appropriate systems and pathways
* Managing urgent and time-sensitive referrals in line with Practice procedures
* Monitoring workflow tasks within clinical systems such as EMIS and Docman
* Liaising professionally with patients, hospitals, community services and other external providers
* Following up outstanding correspondence, clinic letters, test results and other relevant information where required
* Responding to calls received via the Practice emergency bypass line and passing on information promptly
* Providing general administrative support, including scanning, copying and document handling
* Supporting meetings by preparing agendas and producing minutes where required
* Maintaining confidentiality, data protection and information governance standards at all times
* Participating in training, appraisal and ongoing professional development
* Undertaking any other reasonable duties appropriate to the role
This job description is intended to provide an overview of the main responsbilities of the post and is not exhaustive.
Person Specification
Experience
* Previous administrative or secretarial experience.
* Experience of working in a busy office environment.
* Experience of managing and prioritising a varied workload.
* Experience of producing accurate written correspondence.
* Experience of handling sensitive or confidential information appropriately.
* Experience of communicating professionally with a range of people, including by telephone and email.
* Previous experience working in a GP practice, NHS or other healthcare setting.
* Experience of medical secretarial work.
* Experience of processing referrals and clinical correspondence.
* Experience of working with clinical systems such as EMIS and/or Docman.
* Experience of using e-RS or similar referral systems.
* Experience of audio typing or working from dictation software.
* Experience of supporting meetings, including preparing agendas and/or taking minutes.
Qualifications
* Good standard of general education, including GCSE English and Maths at grade C/4 or above, or equivalent
* Medical terminology qualification or relevant training
Additional criteria
* Excellent communication and interpersonal skills
* High level of accuracy and attention to detail
* Strong organisational skills
* Ability to prioritise urgent and time-sensitive work
* Ability to work under pressure and meet deadlines
* Ability to work independently and use initiative
* Professional, calm and courteous manner
* Ability to work effectively as part of a team
* Understanding of confidentiality, data protection and information governance
* Commitment to equality, diversity and respectful patient care
* Willingness to participate in training, appraisal and ongoing professional development
* Knowledge of medical terminology
* Understanding of the importance of safeguarding in a healthcare setting
* Awareness of the demands of working in primary care
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.
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