Medical Administrative Secretary jobs

About Grosvenor Orthopaedic Partners

Grosvenor Orthopaedic Partners is an orthopaedic surgery and sports medicine group based in Central and West London. We have built a reputation for delivering exceptional clinical care and patient experience. We currently have 26 consultant partners, with significant further growth anticipated.

Role Overview

We are seeking an experienced, highly organised, proactive and adaptable Senior Medical Secretary & Team Lead to join our busy and growing private practice.

This is a senior role combining high-level medical secretarial support, cross-cover across consultant practices, team leadership and operational support to the Operations Manager.

The post holder will provide flexible support across the wider secretarial team, including cover during annual leave, sickness and periods of increased demand. They will develop a strong understanding of our consultants, their individual requirements and working practices, adapting quickly between different specialties and systems.

The role also includes coordinating anaesthetic cover for theatre lists and procedures, supporting team development and service improvement, and deputising for the Operations Manager when required.

This role would suit an experienced medical secretary looking to broaden their responsibilities and play a key role in the continued success and growth of the practice.

Key Responsibilities

Medical Secretarial & Patient Administration

• Manage consultant diaries, clinics, theatre lists, procedures, meetings and schedules.
• Coordinate the patient journey from initial enquiry through to discharge and follow-up.
• Arrange appointments, investigations, procedures, referrals and follow-up care.
• Handle patient, consultant and external enquiries by telephone, email and correspondence.
• Maintain accurate and confidential patient records using practice and hospital systems.
• Prepare, proofread and process patient correspondence, clinic letters, reports and other documentation.
• Liaise with hospitals, GPs, consultants, allied health professionals, insurers and other healthcare providers.
• Manage private medical insurance authorisations and related queries where required.
• Keep patients, consultants and relevant parties informed of changes, delays or cancellations.
• Identify and resolve administrative issues proactively, escalating where appropriate.
• Ensure a consistently high standard of service, professionalism and patient care.

Cross-Cover & Team Support

• Provide cover for medical secretaries during annual leave, sickness and other periods of absence.
• Provide additional support during periods of increased workload or operational pressure.
• Develop a strong working knowledge of consultant practices, systems, processes and individual preferences.
• Adapt quickly to different consultants, specialties and administrative requirements.
• Support continuity and consistency of service across the secretarial team.
• Share knowledge and provide practical assistance to colleagues.
• Respond flexibly to changing business and operational priorities.

Team Leadership & Development

• Act as a senior point of contact for the secretarial team, providing guidance and support.
• Support the induction, onboarding, training and development of new and existing staff.
• Help colleagues understand consultant-specific requirements, systems and processes.
• Lead by example, demonstrating professionalism, reliability, accountability and a positive approach.
• Promote a collaborative and supportive team culture.
• Support colleagues during periods of high demand or absence.
• Provide quarterly team updates on changes to consultant practices, systems and processes.
• Contribute to team meetings and discussions around service delivery and improvement.
• Support the Operations Manager with recruitment, onboarding and staff development where required.

Anaesthetist Liaison

• Act as the primary administrative liaison for the anaesthetist team.
• Coordinate and assist with sourcing anaesthetic cover for theatre lists and procedures.
• Liaise with consultants, anaesthetists, hospitals and theatre teams regarding availability and cover.
• Maintain accurate records of anaesthetist availability and contact details.
• Identify and resolve scheduling conflicts and potential gaps in cover.
• Escalate concerns promptly and support the efficient coordination of theatre activity.

Practice Operations Support

• Provide administrative and operational support to the Operations Manager.
• Assist with staffing coordination and resource planning.
• Assist with data collection, reporting and performance monitoring.
• Identify opportunities to improve systems and working practices.
• Support practice projects and operational initiatives.
• Attend team and operational meetings as required.
• Provide administrative support for recruitment, onboarding and training.
• Deputise for the Operations Manager during periods of absence, where required.

Skills & Experience

Essential

• 3–5 years' experience as a Medical Secretary within a private healthcare environment.
• Strong understanding of private healthcare administration and patient pathways.
• Excellent verbal and written communication skills.
• Excellent organisational, time-management and multitasking skills.
• High level of accuracy and attention to detail.
• Strong IT skills, including Microsoft Office, practice management and hospital systems.
• Ability to prioritise and manage a varied and demanding workload.
• Ability to work independently, use initiative and solve problems effectively.
• Ability to remain calm and professional under pressure.
• Ability to adapt to different consultant preferences, working styles and processes.
• Excellent interpersonal skills and ability to build effective relationships with patients, consultants, colleagues and external stakeholders.
• Understanding of GDPR, confidentiality and the importance of handling sensitive information appropriately.
• Professional, confident, tactful and approachable manner.
• Ability to learn and apply medical terminology quickly.

Desirable

• Experience within orthopaedics or sports medicine.
• Knowledge of orthopaedic terminology and patient pathways.
• Previous senior, supervisory or team leadership experience.
• Experience coordinating theatre lists or consultant schedules.
• Experience liaising with anaesthetists or hospital theatre teams.
• Experience supporting staff induction and training.
• Experience contributing to service improvement or operational projects.

Personal Attributes

The successful candidate will demonstrate:

• Professionalism, maturity and resilience.
• A positive, proactive and solutions-focused approach.
• Strong ownership, accountability and personal responsibility.
• Flexibility and adaptability.
• A willingness to support colleagues and contribute to the wider team.
• Strong interpersonal and relationship-building skills.
• Good judgement, discretion and confidentiality.
• Reliability and dependability.
• Confidence in making appropriate decisions and taking initiative.
• A commitment to high standards of patient care and customer service.

Job Specifics

Hours: Full Time – 37.5 hours per week, Monday to Friday, 9:00am–5:00pm

Salary: £38,000 per annum

Benefits:

• 25 days' annual leave plus Bank Holidays
• Company sick pay
• Company pension

Senior Role Expectations

As a senior member of the administrative team, the post holder will be expected to demonstrate flexibility, ownership and accountability, supporting the wider practice as required.

Whilst contracted at 37.5 hours per week, there may be occasions when additional support is required to maintain service continuity, assist colleagues, manage increased demand or respond to unforeseen operational requirements.

The post holder should approach these situations professionally and with a solutions-focused mindset, recognising the additional responsibility associated with a senior position. They will also be expected to identify when matters require escalation and communicate effectively with the Operations Manager and wider management team.

Why Join Us?

This is an excellent opportunity for an experienced private medical secretary looking to take the next step in their career within a leading private orthopaedic practice.

The role offers the opportunity to develop leadership and operational experience, work closely with senior clinicians and management, contribute to service improvement and play an important role in the continued growth of Grosvenor Orthopaedic Partners.

If you are organised, proactive, adaptable and passionate about delivering an exceptional patient and consultant experience, we would welcome your application.

PLEASE NOTE 2 WEEKS IN HOUSE TRAINING IS REQUIRED IN LONDON FOR THIS ROLE.

Pay: £38,000.00 per year

Benefits:

• Company pension
• Work from home

Experience:

• Private Medical Secretary: 3 years (required)

Work Location: Remote