Medical Secretary

Job summary

Job purpose/summary:

To be responsible for the provision of an efficient, comprehensive secretarial and administrative support service to the Practice. To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant.

Good communications are extremely important within the Practice, with patients and with outside agencies and you will be expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patients confidentiality.

Main duties of the job

Job Responsibilities:

Core Responsibilities:

Maintain an accurate referrals database

Scanning of patient related documentation and attaching scanned documents to patients healthcare records

Input data into the patients healthcare records as necessary

Process referrals using the electronic referral system (ERS)

Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

Record the minutes of meetings

Manage all administrative queries as necessary including support with registrations, medical records requests,

Carry out system searches as requested

• Support all clinical staff with general administrative tasks as requested
• Cover reception as and when needed, especially during moments of staff shortages or high demand

About us

Our building has been purpose-built to cater for the modern regulations relating to disabled access. All patient areas are on the ground floor and a disabled patients toilet is within easy reach of the waiting area. A loop system for the hard of hearing surrounds the waiting area. If, because of hearing loss, you are unlikely to hear your name on the public address system, please notify a member of staff who will make arrangements to notify you when your doctor is ready to see you. A similar enquiry should also be made by partially sighted or blind patients if you do not have a sighted person to assist you. An induction loop system to benefit hearing aid users is in use in the reception area.

4 Willard Road Yardley | Birmingham | West Midlands | B25 8AA is the data controller. This means it decides how your personal data is processed and for what purposes. The Health and Social Care Act 2012 changed the way that personal confidential data is processed. Therefore, it is important that patients are made aware of, and understand these changes and that you have an opportunity to object if you so wish and that you know how to do so.

Details

• Date posted: 28 August 2026
• Pay scheme: Other
• Salary: £13.17 an hour
• Contract: Permanent
• Working pattern: Full-time, Flexible working
• Reference number: A3491-26-0031
• Job locations: Swan Medical Centre, 4 Willard Road, Birmingham, West Midlands, B25 8AA, United Kingdom

Job responsibilities

This is a full time 37.5 hour a week role, Mon - Fri 8am - 6.30pm fully flexible.

Manage all administrative queries as necessary

• Support all clinical staff with general administrative tasks as requested

Other Responsibilities

• To provide a first class secretarial service to the Practice and Patients.
• The efficient processing of referral letters and medical reports. To prioritise all correspondence
• To work with all members of the Practice team to ensure workload is completed in a timely and efficient manner.
• To deal with patient enquiries, exercising initiative with regard to action necessary. The GPs however must make judgement regarding the nature of any case.
• To type all letters required from GP Tasks and process them in accordance with Practice Referral Processes
• Maintain electronic file of document templates, i.e. Hospital referrals, re call letters, etc.
• Effectively operate the Choose and Book Referral system.
• Save all patient correspondence using the Practice EMIS clinical system using read codes where appropriate and to log all referrals for audit purposes.
• Produce monthly referral list for GP peer review
• Liaise with Healthcare Professionals, Patients and other External Organisations to assist with the resolution and administration of queries.
• Maintenance of a Practice Directory for services available to Patients. To include Consultants, Nursing Teams and all other services available outside the practice.
• Action tasks set by clinicians via the clinical systems and email.
• Adhere strictly to practice policies and procedures relating to secretarial processes

Other information:

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, to 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
• Reporting potential risks identified.

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 recognises the importance of peoples 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 which 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
• To always act within the NMC Code of Conduct and Scope of Professional Practice
• 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples 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
• Participate in audit where appropriate.