Job Description

We are looking for an experienced and enthusiastic Medical Secretary to join our friendly team at a busy GP surgery, working 25 hours per week. This is a key role providing essential administrative and secretarial support to our clinical staff, helping to ensure the smooth delivery of high-quality patient care. The ideal candidate will be organised, professional, and confident in managing a varied workload in a fast-paced primary care environment. If you are committed to supporting both patients and healthcare professionals, we would be delighted to hear from you.
Readvertising due to unforeseen circumstances. Previous applicants need not apply.
Main duties of the job
Main Duties and Responsibilities:
Transcribe clinical correspondence, referrals, and reports accurately and in a timely manner.
Manage incoming and outgoing communications, including phone calls, emails, and letters.
Liaise with patients, hospitals, and external agencies on behalf of the clinical team.
Maintain and update patient records using the practices main clinical system (EMIS).
Coordinate appointments, follow-ups, and administrative tasks to support smooth patient care.
Assist with general administrative duties such as scanning, filing, and data entry.
Handle confidential information with discretion and maintain patient confidentiality at all times.
Process non-NHS work requests in a timely manner in line with GDPR requirements.
About us
Plane Trees Group Practice is a well-established and forward-thinking GP surgery providing high-quality, patient-centred care to approximately 9,200 registered patients. Based in a modern and accessible setting, we are proud to have been rated 'Good' by the Care Quality Commission (CQC) and to be an active member of the North Halifax Primary Care Network (PCN).
Our experienced multidisciplinary team includes GPs, practice nurses, healthcare assistants, pharmacists, and dedicated administrative staff who work collaboratively to meet the needs of our diverse patient population. We embrace innovation and continuously seek to improve how we deliver care, using digital tools and clinical systems to enhance both efficiency and patient experience.
At Plane Trees, we foster a friendly, supportive, and inclusive working environment, and are committed to staff development, teamwork, and delivering compassionate care at the heart of our community.
Details
Date posted
15 September 2025
Pay scheme
Other
Salary
Depending on experience Starting rate minimum wage
Contract
Permanent
Working pattern
Part-time
Reference number
A0011-25-0003
Job locations
51 Sandbeds Road
Pellon
Halifax
HX2 0QL
Job description
Job responsibilities
Administration
Possess relevant administrative skills and qualifications and/or experience in line with person specification to support the Practice needs
Have knowledge and experience of medical terminology
Prioritise workload in line with national, local and Practice targets and needs
Manage, process and file NHS and private referrals
Receive, report and process requests for medical reports, access to medical records
Handle appropriate incoming and outgoing internal and external correspondence and action accordingly in line with Practice protocols
Liaise with patients, hospitals, Health Authority and other outside agencies
Carry our relevant administrative functions including: scanning, photocopying and filing duties etc.
Provide an effective and efficient administrative and reception service in a professional manner, taking and passing on messages as necessary or as directed
Responding to all queries and requests for assistance from patients and visitors, referring to appropriate person when necessary
Update and file relevant documentation appropriately in medical records
Maintain and update appropriate recording systems
Process financial transactions according to Practice policy
Have a thorough knowledge of all Practice policies and procedures
Work in accordance with written protocols. Information Technology
Administer patient referrals making appropriate use of information technology. Being aware of waiting and operating lists, where required and bookings
Obtain and integrate relevant patient information with regards to medical reports and private work requests from outside agencies
Produce reports and letters
Maintain and manage appropriate systems to monitor non-NHS income
Follow systems for data security and protection
Identify and report potential problems and suggest changes to maximise IM&T systems.
Telecommunications
Have working knowledge of telephone systems and other related equipment
Possess an excellent telephone manner.
Human Resources
Attend and contribute to staff meetings
Identify needs for own training. Other Tasks
Ability to work within a team
Ability to communicate with people at all levels
Ensure building security
Be familiar with and adhere to Practice policies and procedures ensuring that Patient confidentiality is maintained at all times
Possess the ability to self-motivate, organise and prioritise own workload
To undertake any other responsibilities, within the scope of the grade, agreed through consultation to maintain a high standard and efficient administrative service.
This job Description reflects current priorities and commitment and may alter as a result of service changes and can be varied after consultation with the post holder.
You are requested to be flexible and the partners reserve the right to alter such fixed hours as may be considered necessary to ensure the Practice runs smoothly.
Job description
Job responsibilities
Administration
Possess relevant administrative skills and qualifications and/or experience in line with person specification to support the Practice needs
Have knowledge and experience of medical terminology
Prioritise workload in line with national, local and Practice targets and needs
Manage, process and file NHS and private referrals
Receive, report and process requests for medical reports, access to medical records
Handle appropriate incoming and outgoing internal and external correspondence and action accordingly in line with Practice protocols
Liaise with patients, hospitals, Health Authority and other outside agencies
Carry our relevant administrative functions including: scanning, photocopying and filing duties etc.
Provide an effective and efficient administrative and reception service in a professional manner, taking and passing on messages as necessary or as directed
Responding to all queries and requests for assistance from patients and visitors, referring to appropriate person when necessary
Update and file relevant documentation appropriately in medical records
Maintain and update appropriate recording systems
Process financial transactions according to Practice policy
Have a thorough knowledge of all Practice policies and procedures
Work in accordance with written protocols. Information Technology
Administer patient referrals making appropriate use of information technology. Being aware of waiting and operating lists, where required and bookings
Obtain and integrate relevant patient information with regards to medical reports and private work requests from outside agencies
Produce reports and letters
Maintain and manage appropriate systems to monitor non-NHS income
Follow systems for data security and protection
Identify and report potential problems and suggest changes to maximise IM&T systems.
Telecommunications
Have working knowledge of telephone systems and other related equipment
Possess an excellent telephone manner.
Human Resources
Attend and contribute to staff meetings
Identify needs for own training. Other Tasks
Ability to work within a team
Ability to communicate with people at all levels
Ensure building security
Be familiar with and adhere to Practice policies and procedures ensuring that Patient confidentiality is maintained at all times
Possess the ability to self-motivate, organise and prioritise own workload
To undertake any other responsibilities, within the scope of the grade, agreed through consultation to maintain a high standard and efficient administrative service.
This job Description reflects current priorities and commitment and may alter as a result of service changes and can be varied after consultation with the post holder.
You are requested to be flexible and the partners reserve the right to alter such fixed hours as may be considered necessary to ensure the Practice runs smoothly.
Person Specification
Experience
Essential

• Experience of working with the general public
• Experience of working in a healthcare setting as a medical secretary

Desirable

• Experience of administrative duties

Qualities
Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Qualifications
Essential

• Educated to GCSE in Mathematics and English (C or above)

Desirable

• NVQ Level 2 in Health and Social Care
• Level 3 trained in Medical Terminology

Skills
Essential

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Clinical IT system user skills

Other
Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Person Specification
Experience
Essential

• Experience of working with the general public
• Experience of working in a healthcare setting as a medical secretary

Desirable

• Experience of administrative duties

Qualities
Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Qualifications
Essential

• Educated to GCSE in Mathematics and English (C or above)

Desirable

• NVQ Level 2 in Health and Social Care
• Level 3 trained in Medical Terminology

Skills
Essential

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Clinical IT system user skills

Other
Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Skills Required