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Medical Secretary

Whaddon Healthcare

The closing date is 18 May 2025

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Job summary

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Main duties of the job

  • Typing letters, reports and associated documentation as required
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
  • Manage all enquires in an effective manner
  • Maintain an accurate referrals database
  • Action all incoming faxes
  • Process calling letters as requested
  • 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
  • Read code data on SystemOne
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
  • Manage all administrative queries as necessary
  • Carry out system searches as requested
  • Maintain a clean, tidy, effective working area at all times
  • Support all clinical staff with general administrative tasks as requested

About us

Whaddon Healthcare is an innovative, well established CQC rated Outstanding GP Practice which also provides a range of specialist Community Services including Cardiology, Respiratory, Gynecology and BLMK Long Covid Service.

We work over 2 purpose-built sites in Bletchley with a list size of 21,000 and growing.

Date posted

14 April 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2500-25-0000

Job locations

25 Witham court

Tweed drive

Bletchley

Milton Keynes

MK3 7QU


Water Eaton Health Centre

Fern Grove

Bletchley

MK2 3HN


Job description

Job responsibilities

Main Duties

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:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage all enquires in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming faxes

f. Process calling letters as requested

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

h. Input data into the patients healthcare records as necessary

i. Process referrals using the electronic referral system (ERS)

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

k. Read code data on SystemOne

l. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Manage all administrative queries as necessary

n. Carry out system searches as requested

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

p. Support all clinical staff with general administrative tasks as requested

Second Duties

In addition to the primary responsibilities, the medical secretary may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

Job description

Job responsibilities

Main Duties

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:

a. Typing letters, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage all enquires in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming faxes

f. Process calling letters as requested

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

h. Input data into the patients healthcare records as necessary

i. Process referrals using the electronic referral system (ERS)

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

k. Read code data on SystemOne

l. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

m. Manage all administrative queries as necessary

n. Carry out system searches as requested

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

p. Support all clinical staff with general administrative tasks as requested

Second Duties

In addition to the primary responsibilities, the medical secretary may be requested to:

a. Partake in audit as directed by the audit lead

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Complete opening and closing procedures in accordance with the duty rota

Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent
  • GCSE Mathematics & English (C or above)

Desirable

  • NVQ Level 2 in Health and Social Care

Experience

Essential

  • Experience of working with the general public
  • Experience of working in a health care setting as a medical secretary
  • Experience of administrative duties

Desirable

  • Experience in a GP Practice or Health Care Organisation
Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent
  • GCSE Mathematics & English (C or above)

Desirable

  • NVQ Level 2 in Health and Social Care

Experience

Essential

  • Experience of working with the general public
  • Experience of working in a health care setting as a medical secretary
  • Experience of administrative duties

Desirable

  • Experience in a GP Practice or Health Care Organisation

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

Whaddon Healthcare

Address

25 Witham court

Tweed drive

Bletchley

Milton Keynes

MK3 7QU


Employer's website

https://whaddonhealthcare.co.uk/ (Opens in a new tab)

Employer details

Employer name

Whaddon Healthcare

Address

25 Witham court

Tweed drive

Bletchley

Milton Keynes

MK3 7QU


Employer's website

https://whaddonhealthcare.co.uk/ (Opens in a new tab)

For questions about the job, contact:

Deputy Practice Manager

Niv Dubey

01908373058

Date posted

14 April 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2500-25-0000

Job locations

25 Witham court

Tweed drive

Bletchley

Milton Keynes

MK3 7QU


Water Eaton Health Centre

Fern Grove

Bletchley

MK2 3HN


Supporting documents

Privacy notice

Whaddon Healthcare 's privacy notice (opens in a new tab)