Medical Secretary (Job Share)NHS

Job summary

Medical Secretary (Job Share) -Monday 7.5hrs and Tuesday 7.5hrs. Total hours per week 15hrs.

The Medical Secretary plays a vital role in supporting the GPs and clinicians within the Practice, ensuring that administrative and secretarial tasks are managed efficiently and professionally. The successful candidate will be highly organised, able to prioritise a busy workload, and committed to providing excellent support to the clinical team.

This role involves handling highly confidential and sensitive patient information on a daily basis. As such, discretion, professionalism, and a strict commitment to confidentiality are essential.

The position can be fast-paced and demanding at times, requiring the ability to remain calm under pressure, manage competing priorities, and work effectively in a busy healthcare environment. In return, it offers the opportunity to make a meaningful contribution to patient care and be part of a supportive practice team.

Please note: This is a job share position. The successful candidate will be expected to provide cover for their job-share colleague during periods of annual leave and sickness absence, subject to operational requirements.

Main duties of the job

Audio typing and preparing accurate, professional referral letters, clinic correspondence, medical reports, and standard forms. Maintaining electronic and manual records, processing urgent referrals through the NHS e-Referral Service (eRS), managing worklists, and undertaking Two Week Wait (2WW) safety-netting. Liaising with hospitals, community services, and patients regarding referrals, appointments, and enquiries. Processing medical, insurance, and Subject Access Request (SAR) reports. Monitoring and actioning clinical system tasks, Docman, eConsult, and secretarial trays. Coding FOBT and cervical screening results accurately. Providing colleague cover, prioritising workloads, meeting deadlines, and delivering an efficient, patient-focused service. Undertaking other reasonable duties as required.

Job description

The main duties include:

• Audio typing of referral letters, clinic correspondence, and medical reports.
• Producing letters, reports, and other documentation that are accurate, professional, and grammatically correct.
• Producing standard forms from computerised patient records.
• Maintaining accurate records of correspondence, both electronically and manually.
• Emailing urgent referral letters and supporting documentation via the NHS e-Referral Service (eRS).
• Processing eRS referrals and managing eRS worklists to ensure timely action and follow-up.
• Undertaking Two Week Wait (2WW) safety-netting activities to ensure referrals are tracked and monitored appropriately.
• Liaising with local hospitals, community services, and patients regarding referrals, appointments, and clinic correspondence.
• Dealing with patient enquiries relating to referrals, appointments, and hospital correspondence.
• Handling general telephone enquiries in a professional and courteous manner.
• Assisting with the processing of medical reports, insurance reports, and Subject Access Requests (SARs).
• Monitoring secretarial workflows and ensuring referrals and correspondence received via Docman/eConsult/clinical system tasks and secretarial trays are actioned appropriately.
• Providing cover for secretarial colleagues during periods of annual leave, sickness, or other absence.
• Prioritising workload effectively and working to tight deadlines in a busy healthcare environment.
• Ensuring the provision of a smooth, efficient, and patient-focused secretarial service to the Practice and its patients.
• Accurately coding and FOBT and cervical screening results within the clinical system in accordance with Practice protocols and national screening programme requirements.

Undertake such other duties as may reasonably be required by the Practice to ensure the smooth, safe, and efficient running of services.

About us

Station Road Surgery is a friendly and well-established GP practice based in West Wickham. We are committed to providing high-quality patient care and pride ourselves on delivering a professional, compassionate, and patient-centered service. Our dedicated team works collaboratively to support the health and wellbeing of our local community. We are looking for a dynamic, enthusiastic and motivated individual to join our Secretarial Team to work in our GP Surgery in West Wickham, Bromley.

We use EMIS Web & Docman as our clinical system. Knowledge of these clinical systems is ideal but not essential, as training will be provided.