About this role
Job summary
Mayfield Surgery is looking for an organised and reliable Medical Secretary to join our friendly and supportive team for up to22.5 hours per week over three days or four days.
This is a dedicated secretarial role, supporting our GPs and clinical team with the accurate and timely management of referrals, correspondence and other clinical administration. You will be responsible for processing routine and urgent referrals, using e-RS and other NHS systems, liaising with hospitals and community services, managing secretarial worklists and helping ensure patients move smoothly through referral pathways.
We are looking for someone with strong administrative skills, excellent attention to detail and a professional approach to patient confidentiality. Previous experience within General Practice or the NHS would be an advantage, particularly experience with EMIS Web and e-RS, although training can be provided.
You will be joining an established practice team where you will have the opportunity to develop your knowledge of primary care and play an important role in supporting safe and efficient patient care.
Main duties of the job
The Medical Secretary will provide essential administrative support to our GPs and clinical team, helping to ensure patients are referred to the appropriate services safely and efficiently.
The main focus of the role will be managing routine and urgent referrals, including suspected cancer pathways, processing referrals through e-RS and other NHS systems, and liaising with hospitals and community services.
The post holder will also manage clinical correspondence, monitor referral worklists, follow up outstanding or rejected referrals, process investigation requests where directed, and support the administration of medical reports and other clinical documentation.
You will work closely with clinicians and the wider administrative team, using systems including EMIS Web, e-RS, Accurx, Docman and T-Quest. Accuracy, organisation and the ability to prioritise work are particularly important, as the role plays a key part in ensuring referrals and clinical administration are completed within appropriate timescales.
About us
Mayfield surgery are based in the heart of the Roehampton community and have a friendly and supportive practice team.
We are an enthusiastic and forward-thinking team of health care professionals and administrative colleagues, committed to multi-disciplinary team working and offering patient centered high quality care.
We use total a "Total triage" or "Modern general practice" pathway which ensure that all patient medical request are reviewed by a clinician, prior to appointments being offered. This means that we can ensure the patients are seen by the appropriate service.
The Practice uses Accurx and Docman for Workflow management. We also outsource medical report requests.
Practice information:
GP Training Practice
PMS Practice
Practice list size 6,800
3 Partners, 3 Salaried GPs, 1 Advance Nurse Practitioner, 1 Practice Nurse, 1 Nurse Associate, 1 Mental Health Liaison worker and 1 Drug and alcohol counsellor.
ARRS roles including Pharmacists. Social Prescriber, first contact physiotherapist, and Health and Wellbeing Coach
GP led long term condition clinics.
High QOF achievement
CQC rating of good across all areas.
Strong links with PRIME PCN, Wandsworth GP federation and Wandsworth ICB team.
Job description Job responsibilities
Job Title: Medical Secretary Hours: Part Time 22.5 hours per week over 3 days Reports to: Practice Manager Location: Mayfield Surgery, Roehampton
Role PurposeTo provide an efficient and accurate medical secretarial service to the Practice, supporting clinicians with referrals, correspondence and communication with secondary and community care.
The post holder will help ensure referrals and associated administrative work are processed accurately, safely and within appropriate timescales.
This is a dedicated Medical Secretary role and does not routinely include reception duties.
Main Duties and Responsibilities
Process routine and urgent referrals following clinician instructions.
Process referrals through the NHS e-Referral Service (e-RS) and other approved referral pathways.
Process urgent suspected cancer referrals promptly and accurately.
Prepare referral letters and ensure relevant information is included.
Monitor rejected, returned and outstanding referrals and take appropriate administrative action.
Escalate referral delays, concerns or queries requiring clinical input.
Liaise with hospitals, community services and other healthcare providers.
Prepare investigation requests, including T-Quest, where directed by clinicians.
Process clinical correspondence and administrative actions on behalf of clinicians.
Manage secretarial worklists, EMIS tasks and relevant shared inboxes.
Process and workflow documents using Docman where required.
Chase hospital appointments, clinic letters and correspondence where appropriate.
Process medical reports, insurance requests and other non-NHS work in accordance with Practice procedures.
Communicate professionally with patients regarding administrative aspects of referrals and correspondence.
Maintain accurate and confidential electronic patient records.
SystemsThe post holder will be expected to use relevant Practice and NHS systems, including:
EMIS Web
NHS e-Referral Service (e-RS)
Accurx
Docman
T-Quest
NHSmail and Microsoft 365
Training will be provided where required.
Confidentiality and Patient SafetyThe post holder must maintain patient confidentiality and comply with Practice Information Governance, safeguarding and data protection policies.
Particular attention must be given to the accurate and timely processing of referrals. Urgent, overdue or potentially unsafe situations must be escalated promptly to the appropriate clinician or Practice Manager.
General ResponsibilitiesThe post holder will:
Work collaboratively with clinicians and the wider Practice team.
Maintain accurate and contemporaneous records.
Follow Practice policies and Standard Operating Procedures.
Complete mandatory training and participate in annual appraisal.
Report incidents, risks and safeguarding concerns appropriately.
Treat patients, carers and colleagues with dignity and respect.
Contribute to improvements in administrative processes and patient services.
Person SpecificationEssential
Strong administrative and organisational skills.
Excellent written and verbal communication skills.
Good IT skills.
Excellent attention to detail and accuracy.
Ability to prioritise workload and meet deadlines.
Ability to work independently and as part of a team.
Professional approach to confidential and sensitive information.
Desirable
Previous General Practice or NHS experience.
Previous Medical Secretary experience.
Experience using EMIS Web and e-RS.
Experience using Accurx, Docman or T-Quest.
Knowledge of NHS referral pathways.
Experience processing urgent suspected cancer referrals.
Understanding of medical terminology.
OtherThis job description outlines the principal responsibilities of the role and is not exhaustive. The post holder may be required to undertake other reasonable secretarial and administrative duties appropriate to the role.
The post does not routinely include reception or front-of-house duties.
Person Specification
Additional Criteria Essential
Excellent attention to detail and accuracy. Strong organisational and time-management skills. Ability to prioritise workload and work independently. Ability to work effectively as part of a multidisciplinary team. Understanding of patient confidentiality and information governance. Ability to recognise concerns and escalate appropriately. Professional and sensitive approach when communicating with patients
Desirable
Knowledge of NHS referral pathways. Understanding of medical terminology. Understanding of confidentiality and safeguarding within General Practice.
Qualifications Essential
Good standard of general education, including English and Maths or equivalent. Good level of written and spoken English. Competent IT skills.
Desirable
Relevant administration or medical secretarial qualification. Training or qualification in medical terminology.
Experience Essential
Previous administrative or secretarial experience. Experience of managing competing priorities and working to deadlines. Experience handling confidential or sensitive information. Experience communicating professionally by telephone and in writing.
Desirable
Previous experience working in General Practice or the NHS. Previous Medical Secretary experience. Experience processing referrals and using NHS e-Referral Service (e-RS). Experience using EMIS Web. Experience using Accurx, Docman or T-Quest. Experience processing urgent suspected cancer referrals. Experience liaising with hospitals or other healthcare providers.
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 Mayfield Surgery
Address Mayfield Surgery
246 Roehampton Lane
London
SW15 4AA
United Kingdom
Employer's website https://www.mayfieldsurgery.co.uk/ (Opens in a new tab)