Bilsthorpe Surgery

Medical Secretary

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Job summary

Bilsthorpe Surgery is a small, friendly and dynamic General Medical Practice, looking to recruit a Medical secretary with excellent communication skills to join our team. Working 30 hours per week over 4 days. Covering between the hours of 7.45am and 6.30pm. Previous experience in a GP practice is desirable, experience in a customer facing role essential.

In return we offer a friendly and supportive working environment. Generous holiday package, and onsite parking.

Main duties of the job

The Medical Secretary role is to provide general secretarial support to the Practice Manager, Doctors, and Healthcare Professionals. To assist GPs with processing patient referrals, to obtain results/information as necessary, and carry out other administrative tasks for the surgery.

Experience of working within the NHS is an advantage. Medical background preferred, training will be given.

The ideal candidate would have excellent word processing/Microsoft Windows skills. Experience of Systmone preferred, along with knowledge of Medical terminology. Strong attention to detail and accuracy. Experience of digital/audio typing. Good communication skills, both written and verbal. Able to work under pressure/prioritising work load. Strong work ethic to commit to deadlines and completion. Able to work independently, and as part of a team. Excellent organisational and multitasking skills. Must have ability to maintain confidentiality of patient information at all times.

About us

We are a 1 partner GMS (General Medical Services), teaching practice with a slowly growing list of about 4000 patients. We pride ourselves on excellent clinical care and an ethos of service to the local community. This is reflected in high QOF scores, a low level of complaints and frequent positive comments on the local Facebook page. Rated as GOOD in all areas at our recent CQC inspection (08.06.22).

We are a recognised teaching practice for medical students from the University of Nottingham and PA students from Sheffield Hallam University and De Montfort University, Leicester. Personal development and training for the whole of the practice team has been a longstanding priority. As well as providing General Practice to our practice population, we also run the Mid-Notts Community Dermatology Service for 330,000 patients in Mansfield & Ashfield and Newark & Sherwood CCG areas.

Date posted

22 April 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A1902-25-0000

Job locations

35 Mickledale Lane

Bilsthorpe

Newark

Nottinghamshire

NG22 8QB

Job description

Job responsibilities

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include, but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, the processing of information and assisting patients as required.

To act as the central point of contact for patients, be responsible for the distribution of information, messages and enquiries for the clinical team, liaise with multi-disciplinary team members and external agencies such as secondary care and community service providers.

The following are the core responsibilities of the Medical secretary. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

Provide comprehensive secretarial and administrative support to GPs and the wider healthcare team. Including monitoring IGPR regularly to ensure that all reports are completed on time.

Accurately type and format letters, referral documents, and medical reports using audio dictation or other methods.

Manage electronic and paper-based patient records, ensuring confidentiality and compliance with data protection regulations.

Handle appointment bookings, follow-ups, and correspondence with patients and external organisations.

Process referrals efficiently via systems such as e-Referral Service (eRS), ensuring timely submission and follow-up.

Liaise with hospitals, specialists, and other healthcare providers to coordinate patient care.

Prioritise workload to ensure urgent tasks and deadlines are met.

Monitor and manage incoming correspondence via email, telephone, and postal mail.

Input data into patients healthcare records as necessary.

Scanning and matching documents, electronic and paper.

Initiating contact with and responding to, requests from patients, team members and external agencies.

Photocopy documentation as required.

Manage all queries as necessary in an efficient manner.

Carry out system searches as requested by management.

Maintain a clean, tidy, effective working area at all times.

Support all clinical staff with general tasks as requested.

Action incoming emails and correspondence as necessary.

Scan patient related documentation and attach scanned documents to patients healthcare records.

Support administrative staff, providing cover during staff absences.

Process and manage Subject Access Requests (SAR) in compliance with GDPR and data protection regulations, ensuring accurate and timely responses.

Proactively manage tasks to prevent backlogs, ensuring all actions are completed in a timely and efficient manner.