Plane Trees Group Practice

Medical Secretary

The closing date is 01 August 2025

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Job summary

We are looking for an experienced and enthusiastic Medical Secretary to join our friendly team at a busy GP surgery, working 25 hours per week. This is a key role providing essential administrative and secretarial support to our clinical staff, helping to ensure the smooth delivery of high-quality patient care. The ideal candidate will be organised, professional, and confident in managing a varied workload in a fast-paced primary care environment. If you are committed to supporting both patients and healthcare professionals, we would be delighted to hear from you.

Main duties of the job

Main Duties and Responsibilities:

  • Transcribe clinical correspondence, referrals, and reports accurately and in a timely manner.

  • Manage incoming and outgoing communication, including phone calls, emails, and letters.

  • Liaise with patients, hospitals, and external agencies on behalf of the clinical team.

  • Maintain and update patient records using the practices main clinical system (EMIS).

  • Coordinate appointments, follow-ups, and administrative tasks to support smooth patient care.

  • Assist with general administrative duties such as scanning, filing, and data entry.

  • Handle confidential information with discretion and maintain patient confidentiality at all times.

About us

Plane Trees Group Practice is a well-established and forward-thinking GP surgery providing high-quality, patient-centred care to approximately 9,200 registered patients. Based in a modern and accessible setting, we are proud to have been rated 'Good' by the Care Quality Commission (CQC) and to be an active member of the North Halifax Primary Care Network (PCN).

Our experienced multidisciplinary team includes GPs, practice nurses, healthcare assistants, pharmacists, and dedicated administrative staff who work collaboratively to meet the needs of our diverse patient population. We embrace innovation and continuously seek to improve how we deliver care, using digital tools and clinical systems to enhance both efficiency and patient experience.

At Plane Trees, we foster a friendly, supportive, and inclusive working environment, and are committed to staff development, teamwork, and delivering compassionate care at the heart of our community.

Details

Date posted

03 July 2025

Pay scheme

Other

Salary

Depending on experience Starting rate minimum wage

Contract

Permanent

Working pattern

Part-time

Reference number

A0011-25-0002

Job locations

51 Sandbeds Road

Pellon

Halifax

HX2 0QL


Job description

Job responsibilities

Administration

Possess relevant administrative skills and qualifications and/or experience in line with person specification to support the Practice needs

Have knowledge and experience of medical terminology

Prioritise workload in line with national, local and Practice targets and needs

Manage, process and file NHS and private referrals

Receive, report and process requests for medical reports, access to medical records

Handle appropriate incoming and outgoing internal and external correspondence and action accordingly in line with Practice protocols

Liaise with patients, hospitals, Health Authority and other outside agencies

Carry our relevant administrative functions including: scanning, photocopying and filing duties etc.

Provide an effective and efficient administrative and reception service in a professional manner, taking and passing on messages as necessary or as directed

Responding to all queries and requests for assistance from patients and visitors, referring to appropriate person when necessary

Update and file relevant documentation appropriately in medical records

Maintain and update appropriate recording systems

Process financial transactions according to Practice policy

Have a thorough knowledge of all Practice policies and procedures

Work in accordance with written protocols.

Information Technology

Administer patient referrals making appropriate use of information technology. Being aware of waiting and operating lists, where required and bookings

Obtain and integrate relevant patient information with regards to medical reports and private work requests from outside agencies

Produce reports and letters

Maintain and manage appropriate systems to monitor non-NHS income

Follow systems for data security and protection

Identify and report potential problems and suggest changes to maximise IM&T systems.

Telecommunications

Have working knowledge of telephone systems and other related equipment

Possess an excellent telephone manner.

Human Resources

Attend and contribute to staff meetings

Identify needs for own training.

Other Tasks

Ability to work within a team

Ability to communicate with people at all levels

Ensure building security

Be familiar with and adhere to Practice policies and procedures ensuring that Patient confidentiality is maintained at all times

Possess the ability to self-motivate, organise and prioritise own workload

To undertake any other responsibilities, within the scope of the grade, agreed through consultation to maintain a high standard and efficient administrative service.

This job Description reflects current priorities and commitment and may alter as a result of service changes and can be varied after consultation with the post holder.

You are requested to be flexible and the partners reserve the right to alter such fixed hours as may be considered necessary to ensure the Practice runs smoothly.

Job description

Job responsibilities

Administration

Possess relevant administrative skills and qualifications and/or experience in line with person specification to support the Practice needs

Have knowledge and experience of medical terminology

Prioritise workload in line with national, local and Practice targets and needs

Manage, process and file NHS and private referrals

Receive, report and process requests for medical reports, access to medical records

Handle appropriate incoming and outgoing internal and external correspondence and action accordingly in line with Practice protocols

Liaise with patients, hospitals, Health Authority and other outside agencies

Carry our relevant administrative functions including: scanning, photocopying and filing duties etc.

Provide an effective and efficient administrative and reception service in a professional manner, taking and passing on messages as necessary or as directed

Responding to all queries and requests for assistance from patients and visitors, referring to appropriate person when necessary

Update and file relevant documentation appropriately in medical records

Maintain and update appropriate recording systems

Process financial transactions according to Practice policy

Have a thorough knowledge of all Practice policies and procedures

Work in accordance with written protocols.

Information Technology

Administer patient referrals making appropriate use of information technology. Being aware of waiting and operating lists, where required and bookings

Obtain and integrate relevant patient information with regards to medical reports and private work requests from outside agencies

Produce reports and letters

Maintain and manage appropriate systems to monitor non-NHS income

Follow systems for data security and protection

Identify and report potential problems and suggest changes to maximise IM&T systems.

Telecommunications

Have working knowledge of telephone systems and other related equipment

Possess an excellent telephone manner.

Human Resources

Attend and contribute to staff meetings

Identify needs for own training.

Other Tasks

Ability to work within a team

Ability to communicate with people at all levels

Ensure building security

Be familiar with and adhere to Practice policies and procedures ensuring that Patient confidentiality is maintained at all times

Possess the ability to self-motivate, organise and prioritise own workload

To undertake any other responsibilities, within the scope of the grade, agreed through consultation to maintain a high standard and efficient administrative service.

This job Description reflects current priorities and commitment and may alter as a result of service changes and can be varied after consultation with the post holder.

You are requested to be flexible and the partners reserve the right to alter such fixed hours as may be considered necessary to ensure the Practice runs smoothly.

Person Specification

Experience

Essential

  • Experience of working with the general public
  • Experience of working in a healthcare setting as a medical secretary

Desirable

  • Experience of administrative duties

Qualities

Essential

  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure

Qualifications

Essential

  • Educated to GCSE in Mathematics and English (C or above)

Desirable

  • NVQ Level 2 in Health and Social Care
  • Level 3 trained in Medical Terminology

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills, including audio typing
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Effective time management (planning and organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure

Desirable

  • Clinical IT system user skills

Other

Essential

  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check
Person Specification

Experience

Essential

  • Experience of working with the general public
  • Experience of working in a healthcare setting as a medical secretary

Desirable

  • Experience of administrative duties

Qualities

Essential

  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure

Qualifications

Essential

  • Educated to GCSE in Mathematics and English (C or above)

Desirable

  • NVQ Level 2 in Health and Social Care
  • Level 3 trained in Medical Terminology

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills, including audio typing
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Effective time management (planning and organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure

Desirable

  • Clinical IT system user skills

Other

Essential

  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 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.

Employer details

Employer name

Plane Trees Group Practice

Address

51 Sandbeds Road

Pellon

Halifax

HX2 0QL


Employer's website

https://planetreesgrouppractice.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Plane Trees Group Practice

Address

51 Sandbeds Road

Pellon

Halifax

HX2 0QL


Employer's website

https://planetreesgrouppractice.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Daniella Sykes

planetrees.practice@nhs.net

01422330860

Details

Date posted

03 July 2025

Pay scheme

Other

Salary

Depending on experience Starting rate minimum wage

Contract

Permanent

Working pattern

Part-time

Reference number

A0011-25-0002

Job locations

51 Sandbeds Road

Pellon

Halifax

HX2 0QL


Supporting documents

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