Job Description

JOB TITLE: MEDICAL SECRETARY

REPORTS TO: PRACTICE MANAGER

GRADE: Agenda for Change Band 3

DAYS & HOURS: Monday, Wednesday and Thursday; 18 hours per week

Job Summary:

To provide general secretarial support to the Doctors, Health Professionals and Practice Manager, involving word processing and audio typing skills with general clerical work.

Job Responsibilities:

To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes producing accurate and high-quality typing of letters, reports, referrals, receiving and sending emails, minutes and creating/maintaining excel spreadsheets. This work will be done using EMIS Web, including Practice Notes (PNs), Healthshare, GP Gateway, NHS Email, AccuRx and Docman (scanned documents)

To make appointments and bookings as required using e-referral where appropriate

Build relationships with outside agencies and patients ensuring an efficient referral system within primary and secondary care

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure

To receive secretarial related incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries via telephone calls, face to face and patient notes

To receive and dispatch secretarial post and maintain a pending system

To provide an efficient and timely service to third parties requesting medical reports/copy medical records following all relevant policies

To support the practices Occupational Health specialist with dictations of reports to be issued to the procurer in a timely manner

To assist the practice manager with any clerical/administrative duties

To assist with the gathering of statistics when required using excel spreadsheets

To provide cover for members of the secretarial team during periods of sickness and annual leave

To cover secretarial work as needed at our sister practice, University of Warwick Health Centre

In liaison with the clerk responsible, maintain adequate supplies of office stationery to perform your secretarial duties

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this , the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety, Infection Control and published policies. This includes the following:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope for the job holder's role

Undertaking infection control training as required by the job role

Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize people's needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

Apply practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Essential

GCSE English

RSA 2 desirable or RSA 1

Microsoft word processing (or equivalent)

Experience

Previous Medical Secretary Experience (desirable)

Use of a PC in a work environment (essential)

Word processing (essential)

Medical reports processing (desirable)

Medical terminology (desirable)

Dealing with the public (essential)

Working on EMIS (desirable)

Ability to demonstrate discretion (essential)

Job Type: Part-time

Pay: From 11,969.00 per year

Expected hours: 18 per week

Benefits:

Company pension
Work Location: In person

Application deadline: 13/07/2025
Reference ID: Interview Date 22nd July 2025