About this role
Job summary
The Medical Secretary plays a vital role in supporting the clinical team by providing an efficient, accurate, and confidential secretarial and administrative service. The post holder is responsible for managing referrals, processing clinical correspondence, liaising with hospitals and community services, and ensuring patient records are maintained to a high standard.the Medical Secretary will communicate effectively with GPs, other healthcare professionals, patients, and external organisations to ensure the smooth coordination of patient care. The role requires excellent organisational skills, attention to detail, the ability to prioritise workload, and a thorough understanding of patient confidentiality and information governance.
Main duties of the job
Tasks
Referrals including Urgents & 2WWs
Expedite Letter
(TWIMC) Private Letters/Private Referral Letters
DNA Letters to patients
A&G Requests send and record response/GP to action (Accurx and ERS)
Appointment/patient and GP enquiries
Pathology updates to hospital/community services
ERS/Choose & Book
Management of rejected/cancelled/triage responses for referrals
Management of Advice and Guidance on Choose & Book
Misc.
Uploading new referral templates to S1/adding mail merge fields
Uploading photos from Consultant Connect to records
Management of emails/saving emailed documents to records/replying to queries from outside providers
Liaising with patients regarding referrals/appointments
Photocopying/scanning/printing etc
Processing of Breast Screening Letters received
Keeping up to date with changes to referral processes, new training etc
Ad hoc duties when required
About us Whitehall Surgery is a forward-thinking NHS General Practice located within Wortley Beck Health Centre, providing high-quality, patient-centred healthcare to our local community. The practice is committed to delivering safe, effective, and compassionate care while ensuring services are accessible, responsive, and tailored to meet patient needs.
Serving approximately 8,900 registered patients, Whitehall Surgery provides a wide range of primary care services, including general medical consultations, long-term condition management, preventative healthcare, and support for patients with complex needs.
Our dedicated team of GPs, healthcare professionals, and administrative staff work collaboratively to deliver excellent standards of care. We are committed to ensuring patients feel valued, listened to, and involved in decisions about their healthcare.
The practice continually strives to improve services through innovation, effective use of technology, and quality improvement initiatives. We promote digital access, patient choice, strong clinical governance, confidentiality, and equality across all areas of our work.
Our vision is to provide accessible, compassionate, and responsive primary care services that support the health and wellbeing of every patient registered with Whitehall Surgery.
Job description Job responsibilities
Tasks
Referrals including Urgents & 2WWs
Expedite Letters
(TWIMC) Private Letters/Private Referral Letters
DNA Letters to patients
A&G Requests send and record response/GP to action (Accurx and ERS)
Appointment/patient and GP enquiries
Pathology updates to hospital/community services
ERS/Choose & Book
Management of rejected/cancelled/triage responses for referrals
Management of Advice and Guidance on Choose & Book
Misc.
Uploading new referral templates to S1/adding mail merge fields
Uploading photos from Consultant Connect to records
Management of emails/saving emailed documents to records/replying to queries from outside providers
Liaising with patients regarding referrals/appointments
Photocopying/scanning/printing etc
Processing of Breast Screening Letters received
Keeping up to date with changes to referral processes, new training etc
Ad hoc duties when required
Person Specification
Qualifications Essential
EDUCATION, SKILLS, EXPERIENCE, OTHER APTITUDES General education to GCSE pass standard in English and Math Windows, Word, Outlook and web browsers skills Keyboard skills General office experience Experience of dealing effectively with the general public Experience of making efficient use of booking systems Working knowledge of medical terminology and read coding Local knowledge of the healthcare system Excellent written communication skills Ability to work under pressure while maintaining a positive professional attitude Ability to work as part of the team or independently
Experience Essential
General education to GCSE pass standard in English and Math Windows, Word, Outlook and web browsers skills Keyboard skills General office experience Experience of dealing effectively with the general public Experience of making efficient use of booking systems Working knowledge of medical terminology and read coding Local knowledge of the healthcare system Excellent written communication skills Ability to work under pressure while maintaining a positive professional attitude Ability to work as part of the team or independently
Desirable
Experience of working in primary care Experience of working in a GP practice
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Whitehall Surgery
Address 1st Floor Wortley Beck Health Centre
Ring Road
Leeds
West Yorkshire
LS12 5SG
United Kingdom
Employer's website https://www.gpnhs.net/ (Opens in a new tab)