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Medical Secretary Job Description: Top Duties and Qualifications

A Medical Secretary, or a Medical Personal Assistant provides administrative and secretarial support for a medical office, department or practice. Their duties include handling incoming and outgoing correspondence, scheduling appointments and maintaining an organised filing system.

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Medical Secretary duties and responsibilities

The duties of a Medical Secretary vary depending on the position and the size and type of medical facility they work for. Senior Medical Secretaries, for example often have added duties, such as overseeing other support staff. Their main tasks generally include: 

  • Organising the daily patient list and drawing the relevant files
  • Ordering office supplies and overseeing the maintenance of office equipment
  • Organising meetings and taking minutes
  • Responding to queries from patients
  • Maintaining accurate and up-to-date patient records
  • Managing the travel arrangements in an office
  • Sending samples for medical testing, recording the results and updating patients
  • Typing letters, clinical reports and transcriptions and updating databases and spreadsheets
  • Maintaining total confidentiality of personal and financial data
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Medical Secretary Job Description Examples:

Example 1

Job overview

  • Medical Secretary
  • Band 3
  • Haematology
  • Pilgrim Hospital, Boston
  • 12 months fixed-term/secondment opportunity for maternity cover
  • 37.5 hours p/week

    We are looking for an enthusiastic individual to work at Pilgrim Hospital Boston within the Haematology Department on a 12 month fixed-term basis to cover maternity leave

    The successful applicant will have recent medical secretarial experience, will be an enthusiastic team player and an experienced typist, and will be required to have GCSE English grade C or equivalent as well as typing and word processing skills to RSA level 2, including audio typing experience. A flexible approach to work is required working in a team based environment.

    Main duties of the job

    The medical secretarial team provides a comprehensive service to the Consultants and their teams and is essential in the provision of a high quality patient experience. The post-holder will support the day to day organisation of the Haematologist’s in their daily administrative duties, managing their diaries, booking appointments, arranging annual leave etc.

    Job Types: Full-time, Fixed term contract
    Contract length: 12 months

    Salary: £22,816.00-£24,336.00 per year

    Benefits:
  • Canteen
  • Company pension
  • Discounted or free food
  • Employee discount
  • Flexitime
  • On-site parking
    Schedule:
  • Flexitime
  • Monday to Friday



    Ability to commute/relocate:
  • Boston, PE21 9QS: reliably commute or plan to relocate before starting work (required)

    Education:
  • GCSE or equivalent (required)

    Experience:
  • secretarial: 1 year (required)


    Work Location: In ID: 357-PR-447-23-D

    • Example 2

    Medical Secretary

    We are currently seeking an experienced Medical Secretary to join fantastic Healthcare Team in London. This role is pivotal in supporting the smooth operation of our client medical services.

    Responsibilities:

  • Typing clinical letters for our consultants.
  • Efficiently booking medical appointments.
  • Providing vital support to junior doctors.
  • Utilising your RiO (Patient Administration System) skills to ensure accurate record-keeping.
  • Effectively managing incoming calls and emails.

    Skills and Experience:

  • Prior experience as a Medical Secretary, especially in a fast-paced environment.
  • Exceptional typing skills to handle high volumes of clinical documentation.
  • Proficiency in RiO skills and experience to manage patient records.
  • The ability to manage diaries and medical caseloads efficiently.

    Job Details:

  • Start ASAP
  • Contract Length: Ongoing
  • Working Hours: 21 Hours Per Week.
  • 9:00 AM - 5:00 PM with a 1-hour unpaid lunch break.
  • Location: London

    If you are an experienced Medical Secretary with a keen eye for detail and a passion for supporting the healthcare industry, we would love to hear from you. Please submit your CV. Apply today!

    Job Type: Full-time

    Work Location: In ID: SR789

    • Example 3

    Company description

    We provide high quality secretarial and administrative support to consultants in private medical practice.

    Job description

    I am looking to recruit an enthusiastic and motivated person to join our small team as a Medical Secretary / PA. If you enjoy working to high standards, with attention to detail, accuracy, proven IT and communication skills, please apply by email, including your CV.

    The position is full time, based in Impington, Cambridge.

    Job Type: Full-time

    Salary: £21,000.00-£23,500.00 per year

    Schedule:
  • 8 hour shift
  • Monday to Friday

    COVID-19 considerations:
    As you will be working in a hospital environment, you may be required to wear a face mask, as hospital policy ID: Med Sec
    Expected start date: 01/08/2022

    • Example 4

    JOB Description

    Post Title: Medical Secretary

    Level/Salary: £11ph

    Hours: 25 to 37.5 hours per week

    Location: Hemel Hempstead

    Responsible to: Practice Manager/GP Partners

    Job summary

    We require an experienced Medical Secretary to provide full secretarial support to our clinical team whilst also ensuring an efficient administrative service to the practice.

    Key Responsibilities
  • Generating NHS and private referrals and associated admin. This will be from both dictation and written requests from clinicians.
  • Read coding incoming hospital correspondence.
  • Dealing with enquiries from patients and other medical professionals.
  • The successful candidate will be able to maintain focus in a busy working environment, have good written and spoken communication skills and must have excellent typing skills.
  • Patient enquiries regarding NHS and non-NHS work and referrals.
  • Audio typing.
  • Management of Crescendo digital typing.
  • Document Management of incoming correspondence.

    Request to cover these roles will only occur in an instance of staff shortage.
  • Reception and telephone appointments and queries.
  • Using your own judgement and communication skills, ensure that patients with no prior appointment, but who need an urgent consultation, are seen in a logical and non-disruptive manner.

  • You are required to be familiar with the on-call telephone, during and after hours.
  • Other tasks as requested by the Partners or Practice Manager.

    General
  • To ensure the Practice’s ongoing compliance with the CQC’s (Care Quality Commission) essential standards of quality and safety.
  • To take an active part in the appraisal process.
  • To comply with all relevant Health and Safety regulations and assist the Practice in the implementation of its own Health and Safety Policy.
  • To comply with and actively promote the Practice’s Equality and Diversity Policy.
  • To support sustainability practices and recognise the shared responsibility of carrying out duties in a resource efficient way.
  • To undertake any other duties as appropriate.

    General Practice is an ever-changing service, and all staff are expected to participate constructively in Practice activities and to adopt a flexible approach to their work.

    This job description will be reviewed annually during the appraisal process and will be varied in the light of the business needs of the Practice.

    The job description sets out the main duties of the post at the date when it was drawn up. Such duties any vary from time to time without changing the general character of the post or the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.

    Job Types: Full-time, Part-time
    Part-time hours: 20 per week

    Salary: £11.00 per hour

    Additional pay:
  • Bonus scheme
    Schedule:
  • Monday to Friday

    COVID-19 considerations:
    All staff, patients and visitors need to work a face covering in the surgery.

    Experience:
  • Secretarial: 1 year ID: SRB/Medical Sec

    • Example 5

    Stonehill Medical Centre

    We have an exciting opportunity for a highly motivated friendly individual to join our large practice team. The successful applicant will be professional, efficient, accurate, reliable and must have experience or training in in-depth medical terminology. 32.5 hrs p/w over 4 days (Mon, Tues, Thurs 8.30 am -5.00 pm and Fri 8.30-5.30pm). Ideally to commence August 2022. Band 4 AFC. TPP systmone. In-house training and supervision provided. Free refreshments and complimentary social events. Free onsite parking and close links to local motorway networks.

    JOB Description

    Post: Medical Secretary
    Main Purpose: To provide an efficient, professional and reliable secretarial service to the practice.
    Responsible to:Management team and Partners

    Major duties and responsibilities:
  • Process referrals within agreed time limits, ie, 2 week rules.
  • Produce typed documents as requested.
  • Code, action and distribute practice mail within agreed timeframes.
  • Post external mail on a daily basis and arrange recorded/registered delivery where necessary.
  • Deal with all relevant telephone/face to face enquiries in a courteous and efficient manner.
  • Provide a high standard of customer service.
  • Maintain medical records and computerised notes within the department.
  • Log medical insurances/social security reports, prepare paperwork, redact 3rd party/sensitive information, request payment and monitor settlement of invoices, ensuring that payments are forwarded to the management team.
  • Deal with requests for access to medical records from patients, solicitors or insurance companies, prepare invoices and monitor payments, ensure Data Protection legislation is complied with.
  • Organise and book private medical examinations.
  • Attend/chair relevant meetings and produce and distribute accurate minutes in an efficient manner.
  • Produce/update and circulate referral protocols and templates, liaising with practice staff to ensure compliance.
  • Management allocated patient recalls.
  • In the absence of the management team: deal with complaints, maintain the building, address Health & Safety issues etc.
  • Assist in training and supervising practice staff.
  • Process SMART card applications and changes in a timely manner.
  • Liaise with external services such as secondary care, community nursing.
  • Manage own workload/tasks.
  • General office duties including photocopying, filing etc.
  • Maintain patient and staff confidentiality in accordance with Data Protection legislation and Information Governance guidelines.
  • Adhere to all Practice policies and guidance and attend relevant training.
  • Adhere to Safeguarding Children and Vulnerable Adults policies and guidance.
  • Adhere to and promote Infection Control policies and guidance.
  • Arrive on time for work and promptly inform the Practice of any reason if unable to report for duty.
  • Be sensitive to the needs of colleagues and offer support where needed.
  • Be flexible and provide cover for colleagues where needed.
  • Diffuse patient complaints in a professional and timely manner.
  • Actively participate in the practice appraisal system.
  • Report any area of concern to the Management team immediately.
  • Any other delegated duties considered appropriate to the post.

    The post and duties contained within this job description will be subject to review on occasion and may in agreement with the post-holder be changed as circumstances dictate.

    Job Type: Permanent

    Salary: From £19,542.46 per year

    Schedule:
  • Day shift

    Ability to commute/relocate:
  • Bolton, BL4 9QZ: reliably commute or plan to relocate before starting work (required)

    Experience:
  • Medical Secretary: 3 years (preferred)

    Application deadline: 15/07/2022
    Reference ID: Medical start date: 01/08/2022

    • Example 6

    Medical PA/Administrator
    Harley Street
    up to £37,000

    We have a fantastic opportunity to join an established, hard-working, and friendly team I've psychologist and psychiatrists based out of London's famous Harley Street.

    This is a Monday to Friday position, working 8:30 am to 5:30 pm, we are looking for:

  • 5+ years of Medical PA/Admin experience (preferably in mental health)
  • Highly organised & self-motivated
  • Meticulous attention to detail
  • Sympathetic telephone manner
  • Able to manage stress during peak periods
  • Provide exemplary customer service

    Benefits

  • up to £37,000 p.a. basic salary
  • Full Time / Permanent / Monday to Friday / 40 hour week (1 hour paid lunch).
  • 30 days leave
  • Pension and sick leave
  • Training & IT equipment provided

    The interview process will consist of a telephone interview followed up by a face-to-face meeting with senior management.

    This post is subject to the Rehabilitation of Offenders Act 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

    BSR Health are a Specialist Healthcare Agency. If you are interested in working with us, or have any other questions about this role, please don't hesitate to get in touch.

    Job Types: Full-time, Permanent

    Salary: £32,000.00-£37,000.00 per year

    Schedule:
  • 8 hour shift
  • Monday to Friday
  • No weekends

    Ability to commute/relocate:
  • London, W1G 6DW: reliably commute or plan to relocate before starting work (required)

    Experience:
  • Medical Secretary: 5 years Location: One location

    • Example 7

    GP surgery in Notting Hill is looking for a Secretary /PA to help a very busy team of GPs.

    The Sectretary will be

  • helping our clinicians with their admininistrative work;
  • typing up patient letters and reports,
  • scanning correspondence,
  • managing patient queries,
  • organising patient referrals,
  • providing ad-hoc support to the team.

    The ideal candidate will
    - have previous secretarial experience in a private healthcare setting,

    - have excellent audio typing skills and a good understanding of medical terminology,

    - be highly organised and efficient with excellent attention to detail,

    - be able to multi-task and work under time pressure,

    - be friendly and discrete.

    Immediate start for the right candidate.

    Strictly no agencies

    Thank you.

    Job Types: Full-time, Permanent

    Salary: £32,000.00-£35,000.00 per year

    Benefits:
  • Company pension
    Schedule:
  • Monday to Friday

    COVID-19 considerations:
    Face masks mandatory

    Application question(s):
  • Have you worked as a Medical you have audio typing experience?

    • What does a Medical Secretary do?

    Medical Secretaries assist in the smooth running of the day-to-day activities of a medical office or facility by handling various administrative duties. They work in all kinds of healthcare settings, including hospitals, GP surgeries, private clinics, universities, health centres and medical research environments. They either provide support for a senior member or a group of staff. Medical Secretaries play an important role in ensuring that patients receive the best possible healthcare and support. They greet patients, schedule their appointments and organise and follow up on referrals and tests.

    Medical Secretary skills and qualifications

    Medical Secretaries interact with people throughout their working day. Apart from dealing directly with patients, they liaise with consultants, co-workers, suppliers and medical staff. They therefore need good communication skills including the ability to actively listen to their team, colleagues and patients. In addition, they must facilitate communication between members of a team and clearly verbalise ideas and information. A successful Medical Secretary candidate will have various prerequisite skills and qualifications that typically include:

    • Excellent customer service skills and the ability to put the needs of patients first
    • Knowledge of medical terminology to accurately type out medical reports and other documents
    • Computer literacy, including a working knowledge of relevant programs, such as Word and Excel
    • The ability to function well in a team to provide effective administrative support
    • Excellent organisational skills to ensure that an office runs smoothly
    • Ability to maintain strict confidentiality and deal with the public in a sensitive way
    • Good spelling and grammar for typing clinical and administrative letters and other correspondence

    Medical Secretary experience requirements

    The level of experience a Medical Secretary needs differs depending on the position. In general, candidates need previous secretarial experience and preferably within the health sector. Applicants typically need to show knowledge of administrative and secretarial procedures, medical terminology and of relevant applications, including Microsoft Office and transcription and digital diction software. Knowledge of health-related policies, such as incident reporting and confidentiality, will be advantageous.

    Medical Secretary education and training requirements

    There are no fixed education requirements for this job. Candidates typically need a few GCSEs, Grade C or above, including maths and English to demonstrate the necessary numerical and literacy skills. Although it’s not a requirement, some Medical Secretaries hold a foundation degree, a higher national diploma or a degree in business management or administration. Candidates can also demonstrate their skills and knowledge in the field by obtaining a professional qualification through a professional body. The British Society of Medical Secretaries and Administrators (BSMSA), for instance offers relevant qualifications like a Level 2 Certificate and Diploma in Medical Administration.

    Medical Secretary salary expectations

    According to Indeed Salaries, the average salary for a Medical Secretary in the UK is £21,514 per year. Salaries will differ, depending on variables like location, employer and level of experience.

    Job description samples for similar positions

    If this job description doesn’t describe the job opening you have, here are a few job description samples of similar positions to consider:

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    Medical Secretary job description FAQs

    What are the hours of a Medical Secretary?

    The hours of a Medical Secretary depend on their work environment. Those who work in GP offices or clinics, for instance, typically have a normal Monday to Friday, 40-hour work schedule. When working at a medical facility that offers 24/7 medical services, such as an emergency department, however, Medical Secretaries may work shifts on a rota basis.

    What's the difference between a Medical Assistant and a Medical Secretary?

    A Medical Assistant provides clinical support for a Doctor. Their duties include preparing patients for examination, collecting and preparing laboratory samples and taking care of routine clinical procedures like taking a patient’s blood pressure. A Medical Secretary however, provides administrative support.

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