About this role
Job summary
To provide efficient, confidential, and high quality secretarial and administrative support to the GPs, clinical team, and management within Ashford Medical Partnership. The post holder will ensure the smooth flow of communication between patients, hospitals, and other healthcare professionals, supporting the delivery of safe and effective patient care.
Main duties of the job Key Responsibilities:
Secretarial and Administrative Duties
Provide comprehensive secretarial support to clinicians, including audio typing of medical correspondence, referrals, and reports.
Manage incoming and outgoing correspondence via Docman and EMIS.
Process electronic referrals (e-RS), ensuring all necessary documentation is attached and sent within required timeframes.
Maintain accurate and up-to-date patient records, adhering to confidentiality and data protection policies.
Support the management of Klinik or other online consultation systems.
Handle incoming calls and emails professionally, ensuring timely responses and appropriate action.
Prioritise workload to meet deadlines while maintaining accuracy and attention to detail.
About us
We are a friendly, proactive and forward-thinking practice. We run our own independent PCN. As part of our recent growth, we are looking to recruit further staff members to complement our existing team.
The current workforce is led by 6 GP Partners, Salaried GPs, Allied Health Professionals, a large Nursing/HCA Team and our other highly skilled allied healthcare professionals. The clinical team is complimented by a General Manager and a large Administrative team consisting of reception, administrative and secretarial staff.
Job description Job responsibilities
Job Description Medical Secretary
Responsible to: Deputy General Manager/Operations Manager
Location: Ashford Medical Partnership
Hours: Flexible 16 hours to 37.5 Wednesday and Friday essential; other days flexible
Salary: Depending on experience
Job Purpose:
To provide efficient, confidential, and high quality secretarial and administrative support to the GPs, clinical team, and management within Ashford Medical Partnership. The post holder will ensure the smooth flow of communication between patients, hospitals, and other healthcare professionals, supporting the delivery of safe and effective patient care.
Key Responsibilities:
Secretarial and Administrative Duties
Provide comprehensive secretarial support to clinicians, including audio typing of medical correspondence, referrals, and reports.
Manage incoming and outgoing correspondence via Docman and EMIS.
Process electronic referrals (e-RS), ensuring all necessary documentation is attached and sent within required timeframes.
Maintain accurate and up-to-date patient records, adhering to confidentiality and data protection policies.
Support the management of Klinik or other online consultation systems.
Handle incoming calls and emails professionally, ensuring timely responses and appropriate action.
Prioritise workload to meet deadlines while maintaining accuracy and attention to detail.
Clinical and Administrative Liaison
Liaise with hospital departments, community services, and other healthcare providers to follow up on referrals and investigations.
Support clinicians with administrative tasks related to Cardiology, Dermatology (Dermasight), and other specialist services.
Coordinate patient appointments, follow ups, and correspondence where required.
Data Management and IT
Use EMIS, e-Referral Service, and other NHS systems competently.
Maintain patient confidentiality in line with GDPR and practice policy.
Generate and update reports and spreadsheets using Excel and other IT software.
Team Support and Professionalism
Work collaboratively with the admin and clinical teams to ensure efficient service delivery.
Contribute to improving processes and systems within the practice.
Demonstrate a professional, friendly, and empathetic approach when dealing with patients and colleagues.
Undertake training and development as required to maintain and enhance role competence.
Person Specification
Essential
Desirable
Previous experience as a Medical Secretary or similar administrative role
Experience in a GP Practice or NHS environment
Strong IT skills, including Microsoft Office (especially Excel)
Audio typing or transcription experience
Emis
Docman
e-RS
Excellent communication and organisational skills
Knowledge of Klinik or eConsult systems
High level of accuracy and attention to detail
Familiarity with medical terminology
N/A
Ability to manage confidential information appropriately
Understanding of NHS referral pathways
Values and Behaviours
Committed to providing high quality patient care.
Reliable, flexible, and proactive in supporting the team.
Maintains professionalism and compassion in all interactions.
Upholds confidentiality and data protection standards at all times.
Person Specification
Qualifications Essential
Previous experience as a Medical Secretary or similar administrative role
Desirable
Experience in a GP Practice or NHS environment
Experience Essential
Strong IT skills, including Microsoft Office (especially Excel)
Desirable
Audio typing or transcription experience Emis Docman e-RS
Communication Essential
Excellent communication and organisational skills
Desirable
Knowledge of Klinik or eConsult systems
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 Ashford Medical Partnership
Address Willesborough Health Centre
Bentley Road
Ashford
Kent
TN24 0HZ
United Kingdom
Employer's website https://www.ashfordmedicalpartnership.nhs.uk/ (Opens in a new tab)