About this role
Job summary
The Medical Secretary and Administrator role is a vital part of our practice team, supporting both patients and clinicians to ensure the smooth day-to-day running of The Tolsey Surgery. This varied and rewarding position combines medical secretarial duties, patient administration, and teamwork across a busy and supportive primary care environment.
You will play an important role in helping patients access the care and support they need, whilst working closely with GPs, nurses, and the wider practice. Duties will include managing referrals, processing clinical correspondence, supporting patient queries, actioning IGPR requests, requests for medical notes, private GP work and assisting with general administrative tasks.
Main duties of the job
The role involves processing and managing patient referrals using NHS systems, including handling queries, rejected referrals, and follow-up actions. You will provide administrative support to clinicians through typing and formatting medical correspondence, liaising with hospitals, community teams, and other healthcare providers, and maintaining accurate patient records using SystmOne. You will also be dealing with IGPR requests, patient record requests and GP private work. The position also requires effective workload management within a busy environment, ensuring investigations, referrals, and patient queries are tracked and actioned appropriately.
About us
The Tolsey Surgery is a rural, busy, friendly, and forward-thinking GP dispensing practice we are also a training practice providing high-quality care to our local community. Our dedicated multidisciplinary team includes GPs, nurses, healthcare assistants, medical secretaries, reception, dispensing and administrative staff, all working closely together to deliver compassionate and patient-centred care.
We pride ourselves on maintaining a supportive and welcoming working environment where teamwork, kindness, and communication are highly valued. We understand the pressures of working within primary care and aim to create a positive atmosphere where staff feel respected, encouraged, and supported in their roles. No two days are the same within our practice, making it an exciting and rewarding place to work for individuals who enjoy working in a fast-paced environment and making a real difference to patients.
As a practice, we are committed to continuous improvement, staff development, and embracing new ways of working to enhance both patient care and staff wellbeing. We encourage collaboration across all departments and value the contribution every team member brings to the organisation.
Working at The Tolsey Surgery offers the opportunity to be part of a caring and experienced team, with ongoing learning opportunities, supportive leadership, and the chance to develop within a well-established and respected practice.
Job description Job responsibilities
We are looking for a highly organised and proactive Medical Secretary/Administrator to join our friendly and supportive team at The Tolsey Surgery. This is a key administrative role, supporting our clinical team to deliver safe, efficient, and high-quality patient care.
You will play an essential part in managing clinical correspondence, coordinating referrals, and ensuring smooth communication between patients, clinicians, and external services.
Main Duties
Process referrals via e-Referral Service and other NHS systems
Manage referrals via e-Referral Service, dealing with rejected referrals and queries
Track and follow up on referrals, investigations, and patient queries
Type, proofread and format medical letters
Liaise with hospitals, community services, and other healthcare providers
Support clinicians with administrative tasks arising from consultations
Maintain accurate and up-to-date patient records using SystmOne
Prioritise workload effectively in a busy environment
About You
We are looking for someone who:
Has previous experience in a medical secretary or NHS administrative role (desirable) Has excellent typing and IT skills (SystmOne experience is advantageous) Is highly organised with strong attention to detail Can manage a busy workload and work to tight deadlines Has excellent communication and interpersonal skills Works well independently and as part of a team Maintains confidentiality and professionalism at all times
Person Specification
Qualifications Essential
Is highly organised with strong attention to detail Can manage a busy workload and work to tight deadlines Has excellent communication and interpersonal skills Works well independently and as part of a team Maintains confidentiality and professionalism at all times
Desirable
Has previous experience in a medical secretary or NHS administrative role (desirable) Has excellent typing and IT skills (SystmOne experience is advantageous)
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 Tolsey Surgery
Address High Street
Sherston
Malmesbury
Wiltshire
SN16 0LH
Employer's website https://www.tolseysurgery.co.uk (Opens in a new tab)