Medical Secretary/Administrator

We are looking to recruit an experienced and motivated medical secretary to join our friendly and supportive GP practice team. This is an excellent opportunity for someone who enjoys working in a busy but well-organised environment. A chance to use your strong communication and administrative skills to support clinicians in delivering safe, effective and timely care to our patient population. You will become a valued member of our 12,000 patient practice working alongside a skilled and experienced multi-disciplinary team. You will have the opportunity to develop your skills and contribute to furthering service improvement.

We offer flexible working, where possible, regular support from managers and colleagues and foster a culture that recognises the vital role our non-clinical staff play in the smooth running of the practice.

Main duties of the job

The role of medical secretary in our practice provides vital support to the clinical team, helping to ensure patients receive timely and well-coordinated care. Key tasks include:

• Typing letters and processing letters and reports.
• Managing and tracking referrals (including urgent pathways).
• Uploading and coding documents accurately into the clinical system.
• Acting as a vital link between our GPs and hospitals, community services and patients.
• Arranging and chasing non-clinical queries, appointments and ensuring information is passed on promptly and securely.

The role requires excellent organisation, attention to detail, the ability to maintain confidentiality and clear communication. You will often be working with a high volume of work while prioritising urgent requests in line with practice protocols.

About us

At Whiteacres Medical Centre, we aim to provide a caring, modern and efficient healthcare built on a foundation of kindness and respect. The number of patients we care for has steadily increased from an initial 7000 to over 12000 patients. Whiteacres is proud to be a training practice where we supervise the training of Resident Doctors and Doctors who are training to be GPs from across Hereford and Worcestershire. We are also a teaching practice for the Community Based Medicine (CBM) component of the University of Birmingham.

We have 5 GP partners who lead the practice, 5 employed GPs and usually between 3-5 Resident Doctors (Doctors in training). We have a varied and experienced nursing and health care team who are able to provide specialised care for a variety of long-term conditions. The large administration team comprising of 18 staff members, headed by Dr Thompson as Managing Partner, all play a vital role supporting the clinical staff in carrying out essential administration tasks and supporting the safe delivery of clinical care.

We strive to combine the personal touch of traditional general practice with the innovation of modern medicine - using technology thoughtfully to support safe, proactive and compassionate care. Our GP Partners and management team place significant focus on staff wellbeing, open communication and mutual support. We actively encourage learning and development, innovation and teamwork; recognising that a well-supported team delivers the best patient care.

Job responsibilities

A medical secretary in a GP practice plays a key role in supporting clinicians and keeping patient pathways running smoothly. Main duties typically include:

• Managing correspondence, typing and processing clinic letters, referrals, and reports; checking accuracy and ensuring they are sent promptly to hospitals, community services and patients.
• Handling referrals, creating and tracking electronic referrals (e.g. via e-RS), chasing appointments or reports, and liaising with secondary care to resolve queries.
• Supporting clinicians with admin, preparing documents for GP review and signature.
• Contacting patients about appointments, referral details, and administrative queries, always maintaining confidentiality and clear, professional communication.
• Uploading and coding documents into the clinical system, maintaining accurate, up-to-date patient records, and following practice protocols for information governance.
• Acting as a point of contact between GPs, hospitals, community teams and other agencies to help coordinate patient care and resolve administrative issues.
• Managing a high volume of work, prioritising urgent items (e.g. two week wait referrals, safeguarding related correspondence), and flagging anything clinically urgent to GPs.
• Following practice policies, NHS guidance and data protection requirements, including handling sensitive information securely at all times.

Person Specification

Qualifications:

• Experience of working with the public - face to face and telephone - preferably within a healthcare setting.
• Administrative experience including the use of office and outlook.
• GCSE grades 9 to 5 (A to C) (or equivalent) in English and Maths.
• Typing Qualification - e.g. OCR or RSA.
• Experience of working as a medical secretary, coder or administrator.
• Experience of working in General Practice.

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.