Medical Secretary

Holderness Health


This job is now closed

Job summary

Our secretarial office is extremely busy and our new team member must have the ability to focus in this friendly but busy environment. You will work closely with your colleagues to deliver a swift and accurate secretarial service giving attention to detail and taking pride in your work.

If you share Holderness Health's values of collaboration, integrity, quality, respect and wellbeing and you are looking for a new challenge, we would welcome your application.

The work undertaken in the office is generated either by audio dictation or textual communications and the team will be more than willing to coach and advise you on their systems and workflow. There is an expectation that team members will work additional hours when it is particularly busy or if holidays and sickness need to be covered therefore, flexibility is a requirement of the role

The hours for this role will be Wednesday, Thursday and Friday with one 9 hour shift and two 8 hour shifts. This will be confirmed on appointment.

Interviews for this role will take place on 23rd November 2021.

Main duties of the job

We are looking for someone experienced in working as a medical secretary in a healthcare setting. Applicants must be capable of typing accurately and understand medical terminology, experience of various computer applications would be a benefit to you. The clinical system used at the practice is EMIS in conjunction with ERS, Accurx and Lexacom. Following and adhering to all practice policies and procedures will assist you in becoming a strong team member.

Our secretaries process referrals on behalf of the clinicians and forward them to the relevant service for actioning. Other duties include investigating the progress of referrals that have been made, typing of reports and minutes, speaking on the telephone with patients and their carers to ensure they have the information they require to communicate with the departments taking care of them. The work of a Medical Secretary also involves liaising with practice clinicians and managers, patients and carers as well as other healthcare professionals outside of Holderness Health.

The successful candidate will be professional and polite, self-motivated, a great communicator, with enthusiasm, patience, excellent customer service skills and a sense of humor.

About us

Holderness Health is a large practice serving approximately 36,000 patients. The practice has 7 sites with the secretarial team currently being located in Hedon. Staff may be asked to work at any one of our buildings so access to transport is essential.

Currently we have a team of five experienced and knowledgeable medical secretaries working various shift patterns, they are a friendly group and will make you feel welcome.

Staff Benefits are as follows

NHS pension

An annual leave entitlement of 25 days plus bank holidays

Invites to company events

Practice sick pay scheme

Staff uniform

Provision of staff training

Job description

Job responsibilities

Job Summary:

The purpose of the role is to:

Provide secretarial services to the clinicians and the wider HH team when required. The work involved may be at any one of the 7 Holderness Health sites.

The post holder will

project a professional, positive and friendly image to patients and other visitors, either in person or via the telephone.

Undertake a variety of secretarial duties to assist in the smooth running of the business.

Facilitate effective communication between patients, staff and other healthcare organisations ensuring confidentiality is always maintained.

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the secretarial team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Management Team. All duties are to be carried out professionally.

Transcribe dictations

Process textual communications

Process and send referrals to appropriate services

Add relevant codes to patient records once work is complete

Liaise with medical professionals both inside and outside of the practice

Where appropriate, liaise with patients and carers offering appropriate advice and guidance to assist in the management of their referrals and appointments

Other general administrative duties

Incoming electronic documents accessed through workflow and actioned

Ensure tasks in EMIS are managed and actioned on a daily basis

Provide cover within the team when required.

Occasional reporting and monitoring of own and team work as well as for the wider organisation

Ensure that training is completed

Attendance at courses and meetings when required

Scanning and emailing of information using encryption


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 holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality, diversity and inclusion:

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 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, with 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

Responsible for undertaking own mandatory training as per practice policy


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 or when supervised

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


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 colleagues how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Additional Criteria


  • Willingness to help out occasionally covering for holidays and sickness or if there is a temporary increase in workload.
  • Prepared to work out of any location if required
  • Driving Licence



  • English and maths qualification, minimum of GCSE Grade 5 or above
  • Audio typing transcription qualification
  • Computer literacy qualification
  • Medical terminology qualification


  • AMSPAR qualification
  • Understanding of patient confidentiality, Data Protection and Caldicott



  • Customer care
  • Experience of using various Microsoft software
  • Secretarial Experience


  • Experience working in a primary care environment
  • Ability to prioritise
  • Knowledge of EMIS, Lexacom, ERS

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

Holderness Health


Church View Surgery

5 Market Hill House


HU12 8JE

Employer's website (Opens in a new tab)

For help with your application, contact:

Angela Gresham

Date posted

21 October 2021

Pay scheme



£9.51 an hour



Working pattern


Reference number


Job locations

Church View Surgery

5 Market Hill House


HU12 8JE

Chapel Lane



HU12 9RA

4 Market Hill



HU12 8JD

Queen Street



St. Patricks Green



HU12 0PH

Hodgson Lane



HU12 0LF

Chapel Lane



HU12 9RA

Supporting documents

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