Medical Secretary

Portsdown Group Practice


This job is now closed

Job summary

An exciting opportunity has arisen for a highly motivated and skilled person to join our friendly and professionally established secretarial team within the Practice.

You must be able to work well within a team with previous experience of working with computerised administration systems. The successful candidate must have a very positive, methodical and calm approach to all aspects of their work as well as being able to multi-task, have good time management skills and have the ability to prioritise their work appropriately and have a flexible approach to their work and working environment.

If you can work to high standards, are flexible and reliable, with excellent interpersonal and communication skills, and can deliver a high quality of care and attention to detail in a high pressurised environment, we would like to hear from you.

Main duties of the job

To provide an efficient, comprehensive secretarial support service to the Practice without direct supervision and with broad procedural guidelines.

About us

Portsdown Group Practice covers the whole of Portsmouth from postcodes PO1 to PO7. We operate from 6 surgeries: Cosham Park House (PO6 3BG), Crookhorn Lane (PO7 5XP, Heyward Road (PO4 0DY), Kingston Crescent (PO2 8AL), Paulsgrove (PO6 4HJ), and Somerstown (PO5 4EZ).

We are our own Primary Care Network (PCN). We have 12 Clinical Partners, 12 Salaried GPs and a comprehensive Nursing and extended clinical team overseen by our Clinical Team Manager and consisting of 15 Nurse / Paramedic Practitioners, 14 Registered Nurses, 12 HCAs, 1 Physician Associate , 3 MSK Physio Therapists and 3 care co-ordinators. The Pharmacy team consists of 3 Clinical Pharmacists, 2 Pharmacy Technicians and 1 pre-registration trainee Pharmacy Technician.

The Practice is well established, financially secure and successful. Over the last few years we have earned maximum QOF points.

Our last CQC Inspection was in January 2020. We were rated Good overall and Outstanding for the care we provide to Working Age People.

Job description

Job responsibilities

Title:Medical Secretary

Responsible To:Operations Manager

Main Purpose of the Post:

To provide an efficient, comprehensive secretarial support service to the Practice without direct supervision and with broad procedural guidelines.

Duties & Responsibilities of the Post:


To prioritise all correspondence appropriately

Work with all members of the secretarial team to ensure workload is completed in a timely and efficient manner.

Use dictation software to audio type correspondence

Preparation and production of document templates

Work in accordance with written protocols

Help support colleagues as required, including cover for annual leave on sickness

Type and save all correspondence appropriately using the Practice clinical system

Enter all correspondence onto the Practice clinical system using READ codes where appropriate

Log all referrals appropriately

Actively and effectively utilise e-referral where appropriate and encourage uptake amongst clinicians

Raise invoices using in house software

Chase overdue invoices, liaising with the finance team as required

Participate in minute taking for meetings / events

Liaise with Healthcare professionals, patients, solicitors and other external organisation to assist with the resolution and administration of queries.

Provide medical records in accordance with requests in a timely manner following payment

Perform any reasonable administrative tasks as requested such as photocopying and filing duties

Take part in monthly and quarterly audit / searches as deemed necessary


As per both Government legislation and Practice policies ensure that all confidentiality, data protection and information governance policies and guidelines are followed and strictly adhered to. Reporting any infringements to the Operations Office immediately.

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.
  • 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 recognizes 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 staff performance review.
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.


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.
  • Lead on induction and training of new staff at site
  • 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 recognize the importance of effective communication within the practice and m/team and will strive to:

  • Communicate effectively with other team members.
  • Communicate effectively with patients and carers.
  • Recognize 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

Any other delegated duties considered appropriate to the post.

This job description is not intended to be exhaustive, but to indicate the main areas of responsibility. It may be changed after consultation with the post holder. The employee shares with the employer, the responsibility for review and modification of duties. Suggestions and discussions are welcome.

Policies and Procedures - the duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Practice, which may be amended from time to time. You are required to be flexible and the practice reserves the right to alter such fixed hours as may be considered necessary to ensure the surgery runs smoothly.

Business operates between the hours of 0700 2100 hours Monday to Friday (0800 1300 Saturday), with possible requirement for some future evening and weekend working as the business develops.

Person Specification



  • Good organisational skills
  • High attention to detail
  • Ability to stay calm under pressure
  • Excellent computer/typing skills
  • Excellent communication skills
  • Ability to self-motivate, organise and prioritise own workload



  • Letter writing
  • Audio typing


  • Medical terminology



  • Proven administrative/secretarial experience


  • Experience in healthcare environment



  • Good standard of education


  • RSA or similar

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Portsdown Group Practice


92 Kingston Crescent



Employer's website

For help with your application, contact:

Ian Cummings


Date posted

02 July 2021

Pay scheme



£10.61 an hour



Working pattern

Full-time, Flexible working

Reference number


Job locations

92 Kingston Crescent



Supporting documents

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0300 330 1013

Outside UK:

+44 300 330 1013

Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.