Job Description

About the Practice

Monarch Medical Centre is a well-established, friendly GP practice located in Radcliffe, providing high-quality primary care services to a patient population of approximately 3700. We have a dedicated clinical and administrative team who work collaboratively to deliver excellent patient care. We are now looking to expand our administrative team to support the continued smooth running of the practice.

Job Summary

This vacancy has arisen due to the retirement of our current long serving secretary. We are now seeking a motivated and organised Medical Secretary/Administrator to join our busy administrative team. This is a key role supporting both patients and the clinical team to ensure the effective and efficient delivery of services.

The Medical Secretary / Administrator plays a key role in supporting the smooth and efficient operation of the GP practice by delivering high-quality secretarial, administrative, and reception services. The post holder will support clinicians and the wider practice team through accurate medical correspondence, effective referral management, and excellent patient-facing service.

This is a varied role, combining traditional medical secretarial duties with general administrative responsibilities and covering the reception team when required. It is ideally suited to someone who is organised, adaptable, and enjoys working in a busy healthcare environment.

Key Responsibilities

Secretarial Duties

Provide comprehensive secretarial support to GPs and other clinicians, including typing and formatting medical reports, patient correspondence, and referrals.

Manage incoming and outgoing correspondence, ensuring all documents are accurately scanned, coded, and filed in patient records in line with practice protocols.

Undertake audio typing and digital dictation efficiently and accurately.

Process and track patient referrals via the NHS e-Referral Service (eRS), ensuring timely and accurate follow-up.

Liaise with hospitals, community services, and other healthcare providers regarding appointments, investigations, and clinical information.

Administrative Duties

Maintain accurate and confidential patient records in accordance with Data Protection and GDPR regulations.

Support administrative workflows including results handling, document management, scanning, and clinical coding.

Prioritise and manage workloads effectively, ensuring urgent matters are escalated appropriately.

Assist with practice recall systems, appointment bookings, and routine administrative tasks.

Contribute to the development and implementation of efficient administrative systems and processes.

Reception & Patient-Facing Duties

Provide reception cover as required, including greeting patients, answering phones, booking appointments, and handling general enquiries.

Offer high-quality, patient-centred service at all times, ensuring queries are dealt with promptly and courteously.

Support the smooth running of the front desk during busy periods, staff absences, or annual leave.

Ensure messages and information are relayed accurately and in a timely manner to clinical and administrative colleagues.

Key Skills & Attributes

Excellent organisational, administrative, and time management skills.

High standard of written and verbal communication.

Proficient in IT systems (e.g., EMIS, Microsoft Office).

Strong attention to detail and accuracy, especially in clinical documentation.

Ability to work calmly under pressure and manage competing priorities.

Professional, approachable, and patient-focused attitude.

Flexibility to work across administrative and reception functions as required.

Qualifications & Experience

Previous experience in a medical secretarial or administrative role (essential).

Knowledge of NHS systems, policies, and referral processes (desirable).

RSA/OCR typing qualification or equivalent experience (desirable).

Understanding of medical terminology (essential or willingness to learn).

Experience using clinical systems such as EMIS (desirable).

Previous experience in a GP practice or healthcare reception role (desirable).

Additional Information

The post holder must maintain confidentiality at all times and adhere to practice policies on data protection, safeguarding, health and safety, and equality and diversity.

Flexibility is required to cover colleagues during absence and to support the changing needs of the practice.

Ongoing training and development opportunities will be provided.

Equal Opportunities & Employment Eligibility

We are an equal opportunity employer and welcome applications from all suitably qualified candidates, regardless of age, disability, gender identity, marital status, race, religion or belief, sex, or sexual orientation.

Please note:

We are unable to offer visa sponsorship for this role. Applicants must have the right to work in the UK at the time of application.

Other Job Responsibilities

CONFIDENTIALITY

Maintain confidentiality of information, always acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality.

Maintain an awareness of the Freedom of Information Act.

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 manage their own and others' health & safety and infection control as defined in the Practice's Health & Safety Policy, the Practice Health & Safety Manual, and the Practice's Infection Control Policy and published procedures.

Comply with Practice health & safety policies by following agreed safe working procedures

Actively report health & safety hazards and infection hazards immediately

Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.

Undertaking periodic infection control training (minimum annually)

Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.

Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.

Reporting incidents using the organisations Incident Reporting System

Using personal security systems within the workplace according to Practice guidelines

Making effective use of training to update knowledge and skills

EQUALITY AND DIVERSITY

The post-holder will support, promote, and maintain the Practice's Equality & Diversity Policy.

No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.

OTHER DELEGATED DUTIES

Any Additional Duties given by the Practice Manager or GP Partners

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Job Types: Fixed term contract (with a view to review)

Pay: From 13.00 to 14.00 per hour

Expected hours: 25 - 37.5 hrs per week Monday to Friday between 08.00 to 18.30 hrs.

Benefits:

Company pension On-site parking
Schedule:

Monday to Friday
Ability to commute/relocate:

MANCHESTER: reliably commute or plan to relocate before starting work (required)
Experience:

Medical Secretary: 1 year (preferred)
Work Location: In person

Job Type: Fixed term contract
Contract length: 12 months

Pay: 13.00-14.00 per hour

Expected hours: 25 - 37.5 per week

Benefits:

Free flu jabs Free parking On-site parking
Education:

A-Level or equivalent (required)
Experience:

Medical Secretary: 1 year (preferred)
Work Location: In person