Medical Secretary

Job Title: Medical Secretary

Purpose of the post: to provide a confidential and comprehensive typing, referral and clerical service to GPs and other members of the Practice team

Responsible to: Practice Manager

Hours: 25-30 hours per week Monday to Friday

Job summary

Petersfield Medical Practice is a busy Practice in Cambridge, caring for over 8000 patients. We are looking for an efficient, accurate, friendly Medical Secretary to work alongside our busy Admin/Reception Team

· To provide comprehensive typing, referral and clerical duties to achieve an efficient and effective secretarial service, using Windows 11 and Emis software

· To provide an accurate and efficient typing service to the Practice producing referral letters, invoices for insurance purposes and other general correspondence

· Undertake a variety of administrative duties to assist in the smooth running of the Practice

Duties and Responsibilities:

· Type referral letters and medical reports, utilising both copy typing and IT skills, providing a full secretarial service

· Ensure all work is accurate and completed in a timely manner

· Maintain confidentiality at all times

· Effectively liaise with Practice, Primary Care Organisations, patients and other external organisations to assist promptly with the resolution and administration of queries

· Create referrals using the NHS e-referral system

· Monitor and check tasks and work flows to ensure urgent and two week wait referral are received and appointments made

· Book urgent and routine hospital appointments for patients using the NHS e-referral system

· Check systems for referral rejections and appointments made

· Ensure mail is signed ready for franking and posting at the appropriate time

· Organise medical reports and prepare them, in a timely manner, to give to GPs for completion. Document progress

· Photocopying of medical notes when required

· Send invoices to insurance companies, monitor payments and chase unpaid invoices

· Communicate effectively with other members of the administration team to ensure policies and procedures are kept up to date

· Attend meetings when required and be the Minute taker

· To work safely at all times in accordance with legislation and Practice policies and procedures

· Keep databases up to date, where required

· Any other reasonable duties requested by the Practice Manager or GP

In addition to the above, the post holder will show respect and courtesy to patients and colleagues, maintain confidentiality of patient and other Practice information at all times. Working occasional extra hours may be required.

The job description is not exhaustive and may be adjusted periodically after review and consultation. You will be expected to carry out reasonable duties which may be requested from time to time.

Working relationships

· General Practitioners

· Practice Manager and Senior Receptionist

· Other members of secretarial team

· Members of the Practice/community nursing team

· Other members of the Primary Health Care Team

· Patients

· Outside agencies e.g. Secondary Care Trusts, Community Services

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post holder may have access to confidential information relating to patients, carers, Practice staff and other health care workers. They may also have access to information relating to the Practice as a business organisation.

All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other health care workers or the business of the Practice may only be divulged to authorised persons in accordance with Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety Policy, to include:

· Using personal security systems within the workplace according to Practice guidelines

· Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

· Making effective use of training to update knowledge and skills

· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

· Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

· Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

· Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

· Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Personal Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

· Participation in an annual individual performance review, including taking responsibility for maintaining a record of own skills development.

· Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

· Alert other team members to issues of quality and risk

· Assess own performance and take accountability for own actions, either directly or under supervision

· Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance

· Work effectively with individuals in other agencies to meet patients' needs

· Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

· Communicate effectively with other team members

· Communicate effectively with patients and carers

· Recognise people's needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

· Apply Practice policies, standards and guidance

· Discuss with other members of the team how the policies, standards and guidelines will affect own work

· Participate in audit where appropriate

Job Types: Full-time, Part-time, Permanent

Pay: £24,543.00-£25,204.00 per year

Expected hours: 25 – 30 per week

Benefits:

• Additional leave
• Company pension
• Employee discount
• On-site parking
• Sick pay

Ability to commute/relocate:

• Cambridge: reliably commute or plan to relocate before starting work (required)

Experience:

• Medical Secretary: 1 year (preferred)

Work Location: In person

Application deadline: 14/11/2025