Job Description

Are you a motivated and detail-oriented Medical Secretary / Administrator with experience in Medical Secretarial work and patient care systems? Are you ready to contribute to a fast-paced, patient-focused environment where your work makes a real difference?

Fallodon Way Medical Centre is looking for an enthusiastic and reliable Medical Secretary, Workflow & Recall Administrator to join our growing admin team. This hybrid role is key to supporting our clinicians and ensuring our patients receive timely, efficient care. You'll provide both secretarial support and manage vital clinical documentation and recall processes.

The ideal candidate will be a proactive individual with excellent communication and IT skills, attention to detail, and a willingness to learn. You should be confident working independently, under pressure, and in a busy, multi-tasking environment. A working knowledge of medical terminology and experience using EMIS is desirable.

This is an exciting opportunity for someone who enjoys variety and is keen to make a real difference in primary care administration.

About the Role

Contract:

Permanent - 24 hours per week

Working pattern:

Medical Secretary 14 hours per week: Thursday, Friday. Admin 10 hours per week: Working days negotiable

This is a varied and rewarding position for someone who thrives on multitasking, takes pride in accurate documentation, and enjoys working with both patients and clinical staff.

We use

EMIS

,

Accurx

, and

Docman

, so experience with these systems is desirable.

Medical Secretary Duties

Provide secretarial support to GPs and clinical staff, including audio typing using digital dictation (e.g. NHS and private referrals, medical reports). Ensure referrals (including 2WW and ERS) are actioned accurately and within policy timeframes. Prepare and send private correspondence and medical reports, ensuring consent and appropriate invoicing. Respond to and resolve patient and hospital queries promptly and professionally. Keep up to date with referral pathways, funding criteria, and administrative processes. Liaise with patients, clinicians, and external providers via phone, email, and in person. Maintain up-to-date and accurate data entry on patient records, including referral tracking and document management. Monitor and manage ERS worklists and other system alerts. Support copy notes and medical records requests in line with GDPR.

Workflow, Coding and Recall Responsibilities

Review, code and workflow all incoming patient correspondence (paper and digital), including post, Docman, and Accurx. Maintain accurate and up-to-date patient records on EMIS, summarising new patient records and coding key clinical information. Action urgent documents and ensure correct filing to patient records. Monitor and manage shared inboxes related to coding, workflow, and recalls. Support the long-term condition recall process (e.g. diabetes, asthma, hypertension), including running searches, sending invites, and monitoring responses. Collaborate with the nursing, pharmacy, and management teams to maintain an efficient and patient-centred recall system. Participate in the achievement of QOF, IIF and enhanced service targets by ensuring clinical data is accurately coded and processed. Assist in audits, report generation, and spreadsheet management as required. Oversee returned questionnaires and patient communications linked to reviews and recall.

Additional Information

This job description is not exhaustive and may evolve with the needs of the practice. You may be asked to take on other reasonable duties as required. We are committed to supporting your development and wellbeing as part of our inclusive, professional, and patient-focused team.

Person Specification

Essential:

At least 2 years' administrative or secretarial experience Excellent IT skills and data accuracy Ability to manage confidential information professionally GCSE (or equivalent) in English and Maths Strong written and verbal communication skills Ability to prioritise tasks and meet deadlines under pressure Strong teamworking and interpersonal skills

Desirable:

EMIS experience Medical secretarial or NHS experience Knowledge of medical terminology Audio typing and digital dictation experience Understanding of QOF and recall systems

What We Offer

Competitive salary based on experience NHS pension scheme 5 weeks annual leave plus bank holidays (pro rata) Supportive, inclusive, and collaborative working environment Full induction and ongoing training opportunities Ongoing training and development opportunities Opportunity to work in a respected GP training and research practice with over 11,000 patients

About Fallodon Way Medical Centre

Located in Henleaze, North Bristol, we are a forward-thinking practice within the Affinity Primary Care Network. Our team includes GP Partners, Salaried GPs, ANPs, Pharmacists, Mental Health Practitioners, First Contact Physios, Nurses, and a fantastic admin and care navigation team.

We are committed to delivering high-quality care and supporting our staff to develop and thrive in their roles.

Job Types: Part-time, Permanent

Pay: 14.50 per hour

Benefits:

Company events Company pension Free flu jabs Free parking Health & wellbeing programme On-site parking Sick pay
Work Location: In person

Application deadline: 09/10/2025