About this role
Job summary
Hook Surgery is a busy, friendly GP training practice caring for approximately 7,500 patients. Our clinical team includes three GP Partners, salaried GPs and a wider multidisciplinary team, supported by a dedicated and hardworking administrative team.
We are looking for an experienced, enthusiastic and highly organised Medical Secretary to join our supportive team on a maternity cover basis.
This is an important role within the practice, providing high-quality secretarial and referral support to our GPs and wider clinical team. The successful candidate will play a key role in ensuring referrals and clinical correspondence are processed accurately, efficiently and within appropriate timescales.
Main duties of the job
The role will include:
Processing and monitoring patient referrals Managing clinical correspondence and hospital letters Making referrals through e-RS Managing Advice and Guidance requests Liaising with patients, GPs, hospitals, consultants and other healthcare professionals Monitoring referral pathways and following up outstanding referrals Supporting clinicians with administrative and secretarial tasks Maintaining accurate and confidential patient records Working as part of the wider administrative and clinical team
About us
You will be joining a friendly and supportive team where your contribution is valued. As a GP training practice, we are committed to providing high-quality patient care while supporting the development of our staff and maintaining a positive working environment.
If you are an experienced Medical Secretary looking for an opportunity to join a busy but friendly practice and have the skills and knowledge required for this role, we would love to hear from you.
Job description Job responsibilities
Job Summary
Hook Surgery is looking for an experienced, organised and enthusiastic Medical Secretary to join our friendly and supportive GP practice on a maternity-cover basis.
The successful candidate will provide an efficient medical secretarial and referral service to the GPs and wider clinical team. The role will involve processing referrals, managing clinical correspondence, liaising with hospitals and other healthcare professionals, and supporting clinicians with administrative tasks.
The post holder will need to be confident using EMIS Web and the NHS e-Referral Service (e-RS) and have excellent attention to detail.
Main Duties and Responsibilities
Process routine, urgent and two-week-wait referrals accurately and within required timescales. Create, book and monitor referrals using NHS e-Referral Service (e-RS). Monitor e-RS worklists and follow up outstanding, rejected or incomplete referrals. Process incoming hospital letters, discharge summaries and other clinical correspondence through EMIS Web. Ensure correspondence requiring clinical action is appropriately directed to the relevant clinician. Prepare referral letters and other clinical documentation. Liaise with hospitals, consultants, community services and other healthcare providers. Deal with patient queries relating to referrals and appointments in a professional and sensitive manner. Maintain accurate patient records and ensure information is recorded appropriately on EMIS Web. Maintain strict confidentiality and comply with GDPR, information governance and practice policies. Prioritise workload according to clinical urgency and deadlines. Support the wider practice team with general administrative and secretarial duties. Participate in practice training, meetings and quality improvement activities as required. About the Candidate
We are looking for someone who is:
Experienced in a medical secretary or healthcare administration role. Ideally experienced within a GP practice or NHS setting. Confident using EMIS Web and NHS e-RS. Highly organised with excellent attention to detail. Able to manage a busy workload and competing priorities. A confident and professional communicator. Able to work independently whilst also being an effective team member. Patient-focused, approachable and compassionate. Reliable, flexible and able to remain calm under pressure. Committed to confidentiality and high standards of patient care.
Person Specification
Criteria
Essential
Desirable
Experience
Experience in medical secretarial/healthcare administration
Previous GP practice experience
EMIS Web
Experience using EMIS Web
Experience with EMIS workflows/tasks
e-RS
Experience using NHS e-Referral Service
Knowledge of NHS referral pathways
Communication
Excellent written and verbal communication skills
Experience liaising with secondary care
Organisation
Excellent organisational and time-management skills
Experience managing high-volume referrals
IT Skills
Good general IT skills and Microsoft Office
Experience with other NHS clinical systems
Accuracy
High level of accuracy and attention to detail
Experience processing clinical correspondence
Teamwork
Able to work effectively as part of a multidisciplinary team
Previous experience working within a GP team
Confidentiality
Understanding of patient confidentiality and GDPR
Knowledge of NHS information governance
Personal qualities
Professional, reliable, flexible, approachable and patient-focused
Commitment to continuous improvement
Additional Requirements
The successful candidate will be required to complete relevant mandatory training, including information governance and safeguarding, and comply with all Hook Surgery policies and procedures.
This post is subject to the appropriate pre-employment checks, including references and right-to-work verification.
Person Specification
Qualifications Essential
Good standard of general education. Willingness to undertake mandatory and role-specific training.
Desirable
Medical Secretarial qualification or equivalent experience. NHS or GP practice administration training.
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 Hook Surgery
Address The Merritt Medical Centre
Merritt Gardens
CHESSINGTON
Surrey
KT9 2GY
United Kingdom
Employer's website https://www.hooksurgerychessington.nhs.uk/ (Opens in a new tab)