About this role
Job summary
Join our friendly GP Practice and make a real difference behind the scenes, supporting patients and clinicians through excellent medical secretarial care.
We are seeking an experienced and motivated Medical Secretary to join our friendly and supportive GP Practice team on a fixed-term contract to cover maternity leave.
This role is expected to commence in December 2026 and may continue for up to 12 months, depending on the duration of the maternity leave.
As a Medical Secretary, you will play an important role in supporting our clinical team and ensuring the smooth administration of patient care. You will provide efficient secretarial and administrative support, helping to maintain high standards of service for our patients.
Main duties of the job
Key Responsibilities
Processing referrals and ensuring they are sent accurately and promptly Typing and formatting clinical correspondence Managing incoming and outgoing medical correspondence Liaising with hospitals, community services and other healthcare providers Supporting GPs and clinicians with administrative tasks Maintaining accurate patient records and ensuring confidentiality at all times Handling telephone and email enquiries where appropriate
About us
Wateringbury Surgery is a dispensing GP surgery in the semi rural village of Wateringbury, Maidstone, Kent. A three GP partner practice with six salaried GPs, nursing team, dispensary and admin team. We are part of the successful Malling PCN. We are a friendly, hard working, supportive and caring team with a recognised high standard of care and service to our patients.
We are proud to hold RCGP Active Practice Status, reflecting our commitment to creating a healthy and supportive workplace for our staff.
Staff wellbeing is extremely important to us, and we actively encourage colleagues to take part in our regular wellbeing initiatives, including:
Lunchtime stretching and movement sessionsOrganised lunchtime walksA supportive and friendly team environmentA positive culture that promotes work-life balance and employee wellbeingA day off to celebratey our birthday each yearWe recognise that a happy and healthy workforce is essential to delivering excellent patient care.
Job description Job responsibilities
Job summary:
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Primary Key Responsibilities:
The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Typing letters, reports and associated documentation as required
b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
c. Managing all enquiries in an effective manner
d. Actioning all incoming email
e. Inputting data into the patients healthcare records as necessary
f. Processing referrals using the electronic referral system (ERS)
g. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
h. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
i. Managing all administrative queries as necessary
j. Maintaining a clean, tidy, effective working area at all times
k. Supporting all clinical staff with general administrative tasks as requested
l. Record the minutes of meetings
Definitions of timely manner:
a. 2WW referrals and urgent referrals within 24 hours
b. Routine referrals within 5 working days
c. Responding to patient phone calls/emails within 2 working days
d. Chasing secondary care for letters/results within 2 working days unless required for an urgent referral.
Person Specification
Experience Essential
Experience of working with the general public Experience of administrative duties
Desirable
Experience of working in a healthcare setting as a medical secretary
Qualifications Essential
A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English Typing qualification, ie, OCR or RSA Diploma
Knowledge and skills Essential
Excellent communication skills and effective in communicating and understanding patient needs Ability to use own initiative, discretion, and sensitivity Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity Ability to work as a team member and autonomously Sensitive and empathetic in distressing situations Good organisational skills Punctual and committed to supporting the team effort High levels of integrity and loyalty Clear, polite telephone manner Flexible and cooperative Motivated
Desirable
Understanding of clinical coding Clinical IT system user skills Demonstrate personal accountability, emotional resilience and ability to work well under pressure Knowledge of and ability to work to key policies and procedures
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 Wateringbury Surgery
Address 14 Pelican Court
Wateringbury
Maidstone
Kent
ME18 5SS
United Kingdom
Employer's website https://www.wateringburysurgery.co.uk/ (Opens in a new tab)