Job Description

Main Purpose of Job:

To be responsible for the provision of an efficient, comprehensive secretarial and administrative support service to the Practice.

To undertake these duties without direct supervision, working within broad procedural guidelines and priorities.

To ensure that total confidentiality is maintained so that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant. Absolute discretion is required in protecting patient's confidentiality.

To maintain excellent communication within the Practice, with patients and with outside agencies to help ensure that everyone who comes into contact with it holds the Practice in high regard.

Main duties and responsibilities:

1 Typing/Word-Processing

Provide an efficient audio, copy typing and word processing service for all clinicians and others as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc.

2 Mail and Scanning

Be responsible for collating internal and external mail to the Practice.

Using the electronic data management software, DOCMAN, electronically scan and distribute clinical and non-clinical mail to the relevant clinician.

Ensure the outgoing post is sent each day.

3 Read Coding and Summarising

Apply appropriate read codes to the patient records in the clinical system relating to all correspondence.

Construct computer clinical summaries where appropriate for new and existing patients using read codes.

4 IT Systems

Be proficient in the use of the Practice Clinical System to ensure that patients records are kept accurate and up to date.

Use the clinical system for referrals to Secondary Care.

Generally act as trouble-shooter in the event of system failure or fault, seeking support as necessary from Primary Care Help Desk or third party providers.

5

Dermatology Clinics

Be responsible for the organisation of the NHS Dermatology Clinics run at the Practice. Receive and acknowledge referrals and send to GP for prioritisation.

Arrange all clinics and provide the secretarial support for these clinics.

Respond to patient queries regarding the clinics.

Produce invoices for the clinics

6 Data Input

Register and de-register patients according to protocol and maintain and agree age/sex register via GP Electronic Registration Links.

Update any changes to patient details, eg address change, deceased.

Enter any other patient data as agreed by policy and protocol, eg childhood and adult immunisations, cervical cytology, disease registers, acute/emergency admissions, child health surveillance and any other data as appropriate.

7 Any other duties

Any other delegated duties considered appropriate to the post, such as filing, preparation of refreshments, petty cash items, banking and any other tasks as required by the Practice Manager or Partners in order to maintain the efficient running of the Practice.

The above list(s) is (are) for general guidance. It is not intended to be exhaustive, nor is it intended to imply that each Secretary will perform all of the tasks listed.

Job Types: Full-time, Permanent

Pay: 12.61-12.82 per hour

Benefits:

Company pension
Education:

GCSE or equivalent (preferred)
Work Location: In person

Application deadline: 20/11/2025