Amspar Medical Secretary jobs

Location: Predominantly remote, with a weekly in-person meeting in London
Working hours: Monday to Friday, 09:00–17:00
Salary: Starting salary £32k dependent on experience
Equipment provided: Work laptop and dedicated mobile phone

About the role

We are looking for an experienced, highly organised Medical Secretary and Personal Assistant to support a London-based ENT Consultant and help manage the day-to-day operations of a busy private practice.

This is a varied, trusted role combining medical secretarial support, private-patient billing, business administration, diary management and personal assistance. You will be a key point of contact for patients, hospitals, insurers and external service providers, helping ensure that clinical and business administration runs smoothly.

The role is predominantly remote, with a weekly in-person meeting in London, and involves a high degree of independent working. It will suit someone who is proactive, resourceful and commercially aware, with the confidence to manage competing priorities and take ownership of tasks.

Key responsibilities

Medical secretarial and clinical administration

• Prepare, review and format clinical correspondence, including consultation letters, referrals, follow-up letters and medical reports, using approved dictation and transcription tools.
• Maintain accurate, well-organised electronic patient records and clinical documentation.
• Prepare for outpatient clinics by ensuring relevant referrals, correspondence, records and investigation results are available.
• Request and follow up on outstanding investigations, including imaging, blood tests, audiology reports and other ENT-related results.
• Liaise with hospitals, diagnostic departments, laboratories, GPs and other healthcare professionals to obtain information and coordinate care.
• Track outstanding reports and administrative actions, bringing matters requiring the Consultant’s attention to their notice.
• Coordinate administrative arrangements for investigations, referrals, follow-up appointments and surgical procedures.

Medical billing and financial administration

• Prepare, submit and track invoices through Healthcode for consultations, outpatient diagnostics and surgical procedures.
• Liaise with private medical insurers about authorisations, claims, remittances and billing queries.
• Monitor unpaid invoices and follow up on overdue payments, insurer remittances, patient excesses and shortfalls.
• Reconcile payments and remittance advice against invoices, investigating rejected claims, discrepancies and underpayments.
• Maintain accurate billing records and provide monthly summaries of aged debt, outstanding payments and billing activity.

Business operations and financial oversight

• Coordinate the day-to-day administrative and operational processes of the Consultant’s private practice and associated activities.
• Monitor business income, expenditure, recurring costs, cash flow and outstanding obligations.
• Maintain financial records and spreadsheets, preparing regular summaries to support oversight of business performance.
• Process authorised business payments and help ensure financial commitments are met on time.
• Monitor subscriptions, service agreements, contracts and renewals, flagging upcoming deadlines, failed payments and lapsed services.
• Support the introduction of new systems and operational improvements.
• Coordinate external providers and business projects, keeping track of costs, progress and agreed deliverables.

Professional and personal PA support

• Manage the Consultant’s professional diary, including clinics, operating lists, meetings and other commitments.
• Resolve scheduling conflicts and communicate changes clearly.
• Draft email responses and professional correspondence for the Consultant’s review.
• Arrange professional meetings, engagements and related travel.
• Assist with professional memberships, medical indemnity, appraisal documents, revalidation paperwork and renewals.
• Prepare presentations, reports, spreadsheets and other professional documents, with guidance from the Consultant.
• Keep track of deadlines, outstanding tasks and professional commitments.
• Plan and coordinate professional and personal events, including venue research, supplier bookings and guest lists.
• Research and arrange restaurants, private dining, social engagements, travel, transfers, activities and other reservations.
• Research and coordinate personal purchases and services as requested.
• Undertake other reasonable personal administrative tasks as agreed.

Digital marketing and business development

• Serve as the main administrative contact for SEO specialists, website developers and digital marketing agencies.
• Coordinate website updates and digital development projects, including communication, materials and timelines.
• Follow up with external teams to support timely delivery and keep the Consultant informed of progress, costs and performance.
• Research business development opportunities, potential collaborations and growth initiatives, and help coordinate agreed activities.

About you

Essential

• Experience in a medical secretarial or administrative role within a healthcare setting.
• Excellent written and verbal communication skills, with a professional and patient-centred approach.
• Strong organisational, diary-management and administrative coordination skills.
• Good knowledge of medical terminology and experience with dictation or AI-assisted transcription systems.
• Confident using Microsoft Office, particularly Word, Outlook and Excel.
• Strong numerical skills and confidence managing invoices, financial records and spreadsheets.
• High attention to detail and a responsible approach to confidential clinical, business and personal information.
• Ability to work independently, prioritise competing demands and follow tasks through to completion.
• Confidence using digital platforms and coordinating external projects.
• Ability to attend a weekly in-person meeting in London.

Experience with Semble, Meditech, UltraGenda or Compucare would be an advantage.

Desirable

• AMSPAR qualification or an equivalent medical secretarial qualification.
• Experience supporting an ENT Consultant or another surgical specialty.
• Experience providing one-to-one executive or personal assistant support.
• Knowledge of private medical billing, Healthcode, insurer processes and patient excesses.
• Experience with business operations and financial reporting.
• Familiarity with Canva, Meta Business Suite or similar content-creation tools.
• An understanding of SEO, website management or digital marketing.
• Experience organising events, travel and personal arrangements.

Personal qualities

You will be self-motivated and comfortable working remotely, with the initiative to anticipate needs and solve problems without constant supervision. You’ll be exceptionally organised, dependable and discreet, and able to move confidently between clinical administration, business tasks and personal PA support.

This is an opportunity for someone who enjoys a varied role, takes pride in providing dependable support and wants to make a meaningful contribution to the smooth running of a specialist private practice.

Pay: From £32,000.00 per year

Work Location: Hybrid remote in London