Medical Secretary/Administrator

Leyland Surgery


Full-time, Part-time

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Job details

Job type




  • Medical Secretarial: 2 years (Required)


Pulled from the full job description

Company events

Company pension

Gym membership

Sick pay

Full Job Description

Medical Secretary & Medical Records Summariser

Job description & person specification

Job Title Medical Secretary / Administrator

Line Manager Office Manager

Accountable to Practice Manager

Hours per week 32

Job Summary

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, coding of relevant information into patients’ electronic healthcare records on EMIS system, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Primary Responsibilities

The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

  • Typing letters, reports and associated documentation as required
  • Produce meeting agendas and record the minutes of meetings
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
  • Manage all enquires in an effective manner
  • Maintain an accurate referrals database
  • Action all incoming correspondence, email and mail in a timely manner
  • Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
  • Input data into the patient’s healthcare records as necessary
  • Reviewing records and accurately producing a summary of the patients’ medical history
  • Reviewing progress of summarising, ensuring practice targets are achieved
  • Review all clinical letters ensuring they are processed appropriately in line with extant protocols
  • Process referrals using the electronic referral system (ERS)
  • Process requests for information i.e. SAR, insurance / solicitor’s letters and DVLA forms
  • Make sure patient and practice notes are actioned timely
  • Accurately code data onto EMIS Web
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
  • Manage all administrative queries as necessary
  • Carry out system searches as requested
  • Maintain a clean, tidy, effective working area at all times
  • Support all clinical staff with general administrative tasks as requested
  • Maintain adequate stationery supplies
  • To receive and dispatch mail and maintain a pending system
  • Maintain adequate supplies of office stationery
  • File and store records as required
  • Photocopy documentation as required

Secondary Responsibilities

In addition to the primary responsibilities you may be requested to:

  • Partake in audit as directed by the audit lead
  • Respond to feedback timely on behalf of management team
  • Support reception staff, providing cover during staff absences d. Complete opening and closing procedures in accordance with the duty rota
  • Participate in the education and training of students of all disciplines and the induction of new members to the practice team

Person Specification – Medical Secretary / Administrator

Qualifications Essential

Educated to GCSE level or equivalent ✓

Qualifications Desirable

GCSE Mathematics & English (C or above) ✓

NVQ Level 2 in Health and Social Care ✓

Medical Records summarisation qualification ✓

Experience Essential

Experience of working with the general public ✓

Experience of administrative duties ✓

Experience of working in a health care setting as a medical secretary ✓

Skills Essential

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 & Organising) ✓

Ability to work as a team member and autonomously ✓

Good interpersonal skills ✓

Problem solving & analytical skills ✓

Ability to follow policy and procedure ✓

Skills Desirable


Personal Qualities Essential

Polite and confident ✓

Flexible and cooperative ✓

Motivated ✓

Forward thinker ✓

High levels of integrity and loyalty ✓

Sensitive and empathetic in distressing situations ✓

Ability to work under pressure ✓

Other requirements Essential Desirable

Flexibility to work outside of core office hours ✓

Disclosure Barring Service (DBS) check ✓

Other requirements Desirable

Vaccinated against Covid-19 ✓

Job Types: Full-time, Part-time
Part-time hours: 32 per week


  • Company events
  • Company pension
  • Gym membership
  • Sick pay


  • Day shift
  • Monday to Friday


  • Medical Secretarial: 2 years (required)

Work Location: In person

Application deadline: 14/04/2023