Medical Secretary

Job summary

We are looking for a highly organised and motivated Secretary to join our Practice Team within a busy GP practice environment. This is a vital administrative role supporting the smooth delivery of patient care by maintaining accurate clinical records, processing referrals and managing medical correspondence. You will work with a wide range of patients, carers and external healthcare professionals, while providing essential support to GPs, clinicians and the wider practice team. As part of the PICS family, you will be supported by an experienced multidisciplinary team and work within an organisation whose core value is "We Care". This role offers the opportunity to develop your knowledge of primary care systems and processes while contributing to high-quality patient services.

Main duties of the job

KEY RESPONSIBILITIES

• Manage patient records, referrals and medical correspondence, ensuring all information is processed accurately, confidentially and within agreed timescales to support safe and effective patient care.
• Liaise with hospitals, community services, clinicians and external agencies to coordinate referrals, information requests and administrative processes, delivering an excellent service to patients and healthcare partners.
• Provide comprehensive administrative and secretarial support to the practice team, including managing emails, processing online access requests, minute taking and supporting continuous improvement initiatives.

KEY REQUIREMENTS

• Good standard of general education, including English and Mathematics (or equivalent).
• Excellent communication, IT and keyboard skills with the ability to follow procedures and work to deadlines.
• Previous experience in a customer service or administrative environment, with the ability to work effectively as part of a team and use initiative.

About us

PICS is the employer for this role. We collaborate with patients and partners to design and deliver clinically robust health and social care solution through Community Services, Out of Hospital Services, GP Practices, and Primary Care Networks. Find out more about us: http://picsnhs.org.uk/.

Benefits of working for PICS

We offer a comprehensive package which includes:

• NHS Pension 2015 Scheme (subject to eligibility)
• Alternative government-based scheme (subject to eligibility)
• Competitive leave entitlement that includes maternity, paternity and adoption leave, study leave allowance, and sickness provisions
• Access to education and training opportunities, depending on your role (CPPE Pharmacy, NHS England Roadmap for First Contact Practitioners, apprenticeship schemes, support professional development)
• Working in a multi-disciplinary team with support from a wide variety of professionals
• A flexible approach to a work-life balance
• Cycle to work scheme (subject to eligibility)
• Access to Blue Light Card scheme
• All staff events and conferences
• Staff engagement (Wellbeing Group, EDI Network, Staff Focus group)
• Free parking across many sites
• Personalised induction into the company and job role

Details

• Date posted: 25 August 2026
• Pay scheme: Other
• Salary: £12.81 an hour
• Contract: Permanent
• Working pattern: Part-time
• Reference number: E0220-26-0009HA
• Job locations: Hama Medical Centre, 11a Nottingham Road, Kimberley, Nottinghamshire, NG16 2NB, United Kingdom

Job responsibilities

• To work within a team environment to ensure that all patient records are maintained and accurate.
• To download and scan incoming mail on to clinical system and code on to patient recordsInput data into the patients healthcare records as necessary
• Processing Online access requests
• Manage administrative queries as necessary
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Maintain an accurate referrals database
• Process referrals using the electronic referral system (ERS) (F12)
• Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
• Support all clinical staff with general administrative tasks as requested
• To provide an efficient comprehensive secretarial service and co-ordinate the doctors appropriately to meet the needs of the service and Doctors.
• Manage practice emails in relation to patient records, referrals and requests
• To work with the Practice Manager on auditing data collection to ensure practice standards are met.
• To deal with all enquiries tactfully and with due consideration of patient privacy
• Participating in educational and learning activities arranged from time to time
• Supporting practice policies and protocols, including health and safety and infection control
• Supporting a drive to greater automation and use of technology
• Duties may vary under the direction of the Practice Manager depending on workload and staffing levels.
• Minuting of meetings

QUALITY

• Strive to maintain quality within the practice.
• Assess your own performance and take accountability for your own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on your own and your teams activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patient needs.
• Effectively manage your own time, workload and resources.

COMMUNICATION

• Communicate effectively with other team member.
• Communicate effectively with other office members and clinician at all levels.
• Communicate effectively with patients and carers.
• Recognise patients needs for alternative methods of communication and respond accordingly.

CONTRIBUTION TO THE IMPLICENTATION OF SERVICES

• Apply practice policies, standards and guidance.
• Discuss with other members of the team/office how the policies, standards and guidelines will affect your own work.
• Attend regular team meetings.