Medical Secretary jobs in Oxfordshire

Part time Medical Secretary – up to 24 hours per week

Fenny Compton & Shenington surgeries, The High Street, Fenny Compton, Southam, Warwickshire, CV47 2YG

We are looking for an experienced medical secretary to join our busy, friendly team. You will provide a comprehensive secretarial service to the GPs and wider team. The right candidate must be:

· highly organised and able to work to deadlines

· have high standards of accuracy and attention to detail

· Experience of handling information in a confidential manner

· Possess excellent IT skills and be proficient in the use of Microsoft packages

· Knowledge of medical terminology

Previous experience in a similar role or environment is essential and candidates should only apply if they meet these criteria. Full training in the use of the practice clinical system will be given. Knowledge of Lexacom digital dictation, EMIS and e-referrals would be an advantage. Your will need to be able to work across both surgery sites, with a branch surgery in Shenington (OX15 6NF). Salary dependent on experience.

The practice is supported by our excellent multi-disciplinary team. We operate from purpose-built premises, across 2 sites (Fenny Compton and Shenington) providing high quality care to approx. 5,000 patients. We are a high-achieving, well-organised, dispensing practice and use EMIS Web.

For further details, please contact Practice Administrator Sian Griffin on 01295 770855 or via email: sian.griffin@nhs.net Informal enquiries and site visits welcomed.

Closing date: Friday 16th October 2026

Job summary:

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

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with external agencies such as secondary care and community service providers in accordance with current policies. Furthermore, duties can also include supporting the administration and receptionist teams as required.

The post-holder will be an integral part of the general practice team.

Job responsibilities:

The following are the core responsibilities of the Medical Secretary in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral

b. Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage all enquiries in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming email within a timely manner

f. Scan documentation and attach scanned documents to patients’ healthcare records

g. Process referrals using the electronic referral system (ERS)

h. Process requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms

i. Answer incoming phone calls, transferring calls or dealing with the caller’s request appropriately

j. Manage all administrative queries as necessary

k. Support all clinical staff with general administrative tasks as requested

l. Maintain a clean, tidy, effective working area at all times

m. Be an integral part of the general practice team

n. Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children

o. Undertake all mandatory training and induction programmes

p. Contribute to and embrace the spectrum of clinical governance

q. Attendance at regular administrative & reception meeting (usually monthly)

r. Provide reception cover for periods of absence

s. Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

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 and their carers, practice staff and other healthcare 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 healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the 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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will 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
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 recognizes 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional 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 personal and/or professional 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 recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize 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

Pay: £12.71-£13.00 per hour

Expected hours: 24.0 per week

Work Location: In person