About this role
Job summary
The Medical Secretary plays a vital role in supporting the efficient delivery of patient care by providing comprehensive administrative, secretarial and clerical support to GPs, clinicians and the wider team.
Key responsibilities include preparing and processing referrals, correspondence, reports and medical documentation, managing electronic referral systems, maintaining patient records, and ensuring information is recorded and updated correctly on clinical systems. The role requires regular communication with patients, secondary care providers, community services and other healthcare professionals to coordinate care and facilitate the smooth progression of referrals and treatment pathways.
The role is also responsible for processing medical records requests, supporting registration and records transfer processes, handling incoming and outgoing communications, and undertaking clinical coding and administrative audits where required. The post holder must maintain the highest standards of confidentiality, professionalism and accuracy, ensuring compliance with practice policies, information governance requirements and safeguarding procedures.
Main duties of the job
Provide secretarial and administrative support to GPs, clinicians and the multidisciplinary team.Prepare and process clinical correspondence, reports and referral documentation.Process and monitor NHS and private referrals using ERS, RSS, Gateway and SystmOne.Liaise with hospitals, consultants and community services regarding referrals and patient care.Manage telephone calls, enquiries, emails, post and incoming documentation.Scan, upload and maintain accurate patient records and filing systems.Undertake clinical coding and summarising to maintain record accuracy.Process medical records requests, SARs, insurance, solicitor and DVLA reports.Administer private fee requests, invoicing and financial records.Track referrals and follow up outstanding results, clinic letters and correspondence.Support patient registrations, records transfers and related administration.Contribute to quality improvementQualificationsGCSE level education or equivalent.Experience
Experience working with the public.Previous administrative experience.Skills & Knowledge
Excellent communication skills.Strong IT skillsProfessional telephone manner.Good organisation, planning and time management.Ability to work independently and as part of a team.Problem-solving skills and attention to detail.Understanding of confidentiality
About us
Sleights and Sandsend Medical Practice is a well-established, patient-focused GP practice serving over 5,200 patients across the communities of Sleights, Sandsend, Whitby and the surrounding villages of North Yorkshire. The practice operates from two purpose-built sites, both offering modern facilities, dispensary services and patient parking. The practice is committed to delivering high-quality, accessible primary care through a multidisciplinary team of GPs, nurses, healthcare professionals and administrative staff. It prides itself on fostering a positive, supportive and inclusive working culture where teamwork, wellbeing and professional development are actively encouraged. Staff benefit from working within a friendly and collaborative team that values innovation, mutual respect and continuous improvement. Together, the practice is dedicated to providing safe, compassionate and responsive healthcare while maintaining strong relationships with patients, partner organisations and the wider local community.
Job description Job responsibilities
The following are the core responsibilities. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Provide a comprehensive secretarial, administrative and clerical support service to GPs, clinicians and the wider multidisciplinary team. Produce, type and process letters, reports, referral documentation and other clinical correspondence accurately and within agreed timescales, using relevant software. Process NHS and private referrals using electronic referral systems including ERS, RSS, Gateway and SystmOne, monitoring worklists and actioning responses or rejections as required. Submit Advice and Guidance requests to consultants and liaise with hospitals, community services and other external agencies to ensure referrals and requests are progressed efficiently. Manage all incoming and outgoing telephone calls, taking accurate messages, responding to enquiries and facilitating effective communication with patients, clinicians and external organisations. Process, distribute and action incoming emails, electronic documents, scanned correspondence, tasks, faxes and post in a timely manner, using relevant software. Scan, upload and accurately attach documentation to patients electronic healthcare records. Maintain accurate, secure and accessible electronic and paper filing systems, patient records and administrative databases. Undertake clinical coding and summarising of patient correspondence and records, ensuring information is accurately entered onto the clinical system. Process requests for information including subject access requests, insurance reports, solicitor requests, DVLA documentation and medical records requests. Manage private fees administration, including invoicing patients and third parties and maintaining associated records within xero. Process requests relating to the Medical Examiner Service. Monitor and maintain referral tracking systems and undertake follow-up actions with secondary care providers where necessary. Chase outstanding hospital results, clinic letters and other correspondence on behalf of clinicians. Support patient registration processes, GP2GP transfers, deductions procedures and records movement activities. Undertake birth and death administration and associated record updates. Update patient records following clinical meetings, safeguarding discussions and other multidisciplinary reviews as required. Manage incoming and outgoing mail, including despatch, franking and special delivery arrangements. Maintain adequate stocks of stationery and office supplies and liaise with IT support providers regarding equipment faults and repairs. Assist with audit, quality improvement and clinical governance activities. Support reception and administration teams and provide cover during periods of staff absence. Assist with induction and training of new staff where required. Undertake mandatory training and participate in appraisal, personal development and continuous improvement activities. Maintain accurate, confidential and secure handling of patient and practice information at all times. Maintain a clean, organised and effective working environment. Comply with all practice policies, procedures, safeguarding requirements, information governance standards, health and safety regulations and relevant legislation. Undertake any other duties appropriate to the role as requested by management to support the effective delivery of patient care and practice operations.
Person Specification
Experience Desirable
Medical administrative experience
Qualifications Essential
Educated to GCSE level or equivalent GCSE Mathematics and English (C or above) Experience of working with the general public Experience of administrative duties Excellent communication skills (written and oral) Strong IT skills, including audio typing Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to follow policy and procedure
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 Sleights and Sandsend Medical Practice
Address Iburndale Lane
Sleights
Whitby
North Yorkshire
YO22 5DP
United Kingdom
Employer's website http://www.sleightsandsandsendmedicalpractice.nhs.uk (Opens in a new tab)