Medical Secretary/Administrator

We are looking to recruit a Medical Secretary/Administrator to join our friendly and experienced team at Spa Medical Centre. This is an excellent opportunity for an organised, proactive individual with strong administrative and communication skills to play a key role in supporting our clinicians and patient services.

About you

You will be organised, reliable and able to work both independently and as part of a team. You will have excellent communication skills and be confident handling sensitive information with discretion and professionalism.

Hours and salary

10 to 15 hours per week, worked flexibly by mutual agreement and in line with service needs. Working days: Monday and Friday (Job Share). Starting Salary: £12.75 per hour, with salary reviewed following successful completion of the probationary period.

Main duties of the job

You will be responsible for providing a comprehensive secretarial service, primarily supporting the referral process and liaising with hospitals, community services and other external agencies. You will be an integral part of the practice team, contributing to the smooth and efficient delivery of high quality patient care.

Key responsibilities

• Typing letters, reports and clinical documentation to agreed timescales
• Processing and monitoring referrals via the Electronic Referral Service (ERS)
• Liaising with secondary care, community services and multidisciplinary teams
• Managing referral worklists and ensuring timely follow-up
• Actioning incoming emails, clinic letters, advice and guidance requests
• Maintaining accurate patient records and referral databases
• Supporting clinicians with general secretarial and administrative tasks
• Providing cover and support to reception and administrative teams when required

Essential skills and experience include:

• A good standard of education, including Maths and English
• Previous experience in an administrative role
• Strong IT skills, including Microsoft Office and Outlook
• Excellent organisational skills with attention to detail
• A polite, clear and professional telephone manner
• Ability to manage workloads effectively and work under pressure

About us

Why join Spa Medical Centre? We are a supportive, patient focused practice committed to providing high quality care within a welcoming and collaborative working environment. We value our staff and are committed to training, development and wellbeing.

Job summary

The post-holder will join a team of experienced medical secretaries. To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the clinicians, primarily in relation to our onward referral process. Liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies. Furthermore, duties can also include supporting the administration and receptionist teams as required. The post-holder will be an integral part of the general practice team.

All staff at the organisation have a duty to conform to the following: Equality, Diversity and Inclusion, Health and Safety, Confidentiality.

Mission statement

Spa Medical Centre aims to provide the highest quality of care for our patients. We are friendly, professional and work collaboratively with our patients to achieve the best health outcomes. The practice extends its ethos of caring to its staff and aspires to provide a nurturing and rewarding environment in which to work. Our vision is a Healthier Community built on learning, teamwork, compassion and outstanding care. Patients are at the heart of what we do and we aim to be as accessible as possible, offering advance booking for routine appointments, as well as same day appointments for more urgent and acute medical problems. In addition to our full range of general medical services we also provide a diverse range of Community Surgical Services to the rest of Wiltshire.

Person Specification

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Understanding of clinical coding
• 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
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Motivate, Flexible and cooperative
• Understanding of safeguarding adults and children
• Demonstrate personal accountability, emotional resilience and ability to work well under pressure
• Knowledge of and ability to work to key policies and procedures

Other Requirements

• Disclosure Barring Service (DBS) Check
• Occupational Health Clearance

Qualifications

• 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, i.e., OCR or RSA Diploma
• NVQ Level 2 in Health and Social Care
• Level 3 in Medical Terminology

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.