Medical Administrative Assistant jobs in England

Medical Secretary - Job Summary

We are looking for a dedicated Medical Secretary for our GP practice in Sleights and Sandsend, YO22.

The Medical Secretary plays a vital role in supporting the efficient delivery of patient care by providing comprehensive administrative, secretarial and clerical support to GPs, clinicians and the wider multidisciplinary team. The post holder is responsible for managing a wide range of clinical and administrative processes, ensuring that all work is completed accurately, confidentially and within agreed timescales.

Key responsibilities include preparing and processing referrals, correspondence, reports and medical documentation, managing electronic referral systems, maintaining patient records, and ensuring information is recorded and updated correctly on clinical systems. The role requires regular communication with patients, secondary care providers, community services and other healthcare professionals to coordinate care and facilitate the smooth progression of referrals and treatment pathways.

The Medical Secretary is also responsible for processing medical records requests, supporting registration and records transfer processes, handling incoming and outgoing communications, and undertaking clinical coding and administrative audits where required. The post holder must maintain the highest standards of confidentiality, professionalism and accuracy, ensuring compliance with practice policies, information governance requirements and safeguarding procedures.

Working collaboratively with colleagues across the practice, the Medical Secretary contributes to the delivery of a responsive, efficient and patient-centred service while participating in ongoing training, quality improvement initiatives and service development activities.

Main Duties

• Provide comprehensive secretarial, administrative and clerical support to GPs, clinicians and the multidisciplinary team.
• Produce, type and process clinical letters, reports, referral documentation and correspondence accurately and within agreed timescales.
• Process NHS and private referrals using ERS, RSS, Gateway and SystmOne referral systems.
• Monitor referral worklists, action rejections and ensure referrals are progressed appropriately.
• Submit Advice and Guidance requests and liaise with consultants, hospitals and community services.
• Manage incoming and outgoing telephone calls, responding to enquiries and taking accurate messages.
• Process emails, scanned correspondence, tasks, post and other incoming documentation.
• Scan, upload and accurately attach documents to patients' electronic healthcare records.
• Maintain accurate electronic and paper filing systems, patient records and administrative databases.
• Undertake clinical coding and summarising to ensure patient records remain accurate and up to date.
• Process subject access requests, insurance reports, solicitor requests, DVLA documentation and medical records requests.
• Administer private fee requests, invoicing and financial records using Xero.
• Monitor referral tracking systems and chase outstanding hospital results, clinic letters and correspondence.
• Support patient registrations, GP2GP transfers, deductions, records movement and birth and death administration.
• Support audit, quality improvement, clinical governance activities, staff training and wider administrative cover as required.

Essential Criteria

Qualifications

• Educated to GCSE level or equivalent.

Experience

• Experience of working with the general public.
• Experience of undertaking administrative duties.

Skills & Knowledge

• Excellent written and verbal communication skills.
• Strong IT skills, including audio typing.
• Clear and professional telephone manner.
• Competent in the use of Microsoft Office and Outlook.
• Effective planning, organisational and time management skills.
• Ability to work independently and as part of a team.
• Good interpersonal skills with the ability to build positive working relationships.
• Strong problem-solving and analytical skills.
• Ability to follow policies, procedures and confidentiality requirements.

Personal Qualities

• Polite, professional and confident approach.
• Flexible and cooperative attitude.
• Commitment to confidentiality, safeguarding, equality and high standards of patient service.

Pay: £13.59 per hour

Expected hours: 37.0 per week

Benefits:

• Casual dress
• Company events
• Company pension
• Free flu jabs
• Free parking
• Sick pay

Work Location: In person