GP Medical Secretary

This job is for 30 hours over 4 days a week. Open to job shares / discussion. Job Purpose The Medical Secretary is a key administrative role within the NHS, providing essential support to clinicians and the wider practice team. The role involves managing correspondence, handling patient queries, coordinating appointments, and ensuring the smooth flow of administrative tasks to facilitate high-quality patient care. Key Responsibilities Secretarial Support Provide comprehensive secretarial support to GPs, nurses, and other clinicians, including typing correspondence such as referral letters, reports, and medical summaries. Manage clinical correspondence through systems such as e-Referrals (formerly Choose and Book), ensuring all referrals are processed accurately and in a timely manner. Manage Advice and Guidance (A&G) requests through ERS, including sending and receiving queries. Prepare and organise documentation for clinics, meetings, and patient care plans. Handle all secretarial roles relating to the Surrey Vasectomy Services as required. Administrative Duties Maintain accurate and up-to-date patient records, ensuring compliance with GDPR and confidentiality standards. Manage incoming and outgoing mail, both electronic and physical, ensuring all correspondence is prioritised and actioned appropriately. Assist with maintaining and updating clinical systems (e.g., EMIS). Assist with death process and certifications. Assist with DXS referral systems, including liaison to add or remove forms as well as managing clinician referrals through this pathway. Be aware of and understand how to use Xyla/Cinapsis for referrals. Patient Liaison Act as the first point of contact for patient queries related to referrals, and death certificate queries. Communicate professionally and empathetically with patients, ensuring their needs are met and any concerns are addressed or escalated as necessary. Support patients in accessing services, including signposting them to appropriate resources or healthcare providers. Team Collaboration Work closely with GPs, practice staff, and external healthcare professionals to ensure seamless coordination of patient care. Assist in team meetings, including minute-taking and distributing meeting documents. Provide cover for colleagues during absences or busy periods. Compliance and Quality Assurance Adhere to NHS policies, including health and safety, confidentiality, and safeguarding procedures. Participate in audits and quality improvement initiatives to enhance practice operations. Maintain professional development by attending training and keeping skills up to date. Key

Skills & Competencies Organisational Skills

Ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.

Communication

Excellent verbal and written communication skills to liaise with patients, clinicians, and external agencies.

IT Proficiency

Competence in using clinical systems (e.g., EMIS) and office software (e.g., Microsoft Office).

Attention to Detail

High level of accuracy in document preparation and data entry.

Customer Service

Strong interpersonal skills, with the ability to remain professional and empathetic in challenging situations.

Problem-Solving

Capable of addressing administrative issues and identifying solutions promptly. Essential Requirements Previous experience in a secretarial or administrative role, preferably within the NHS or a healthcare setting. Knowledge of medical terminology. Understanding of confidentiality and data protection (GDPR) principles. Ability to work independently and as part of a team. Desirable Requirements Audio typing skills and experience with dictation software. Familiarity with e-Referrals and other NHS systems. Formal qualifications in medical administration or secretarial work. Experience working in a GP practice or hospital environment.