Medical Secretary

Dr Dobson and Partners

The closing date is 04 July 2022

Job summary

The opportunity has arisen for a new candidate to join our friendly and hardworking team at this busy medical practice. 

The ideal candidates will be good team players with excellent organisational and communication skills.  They must be able to work under pressure in a busy environment whilst maintaining a mature, polite and responsible manner.  

Main duties of the job

To provide an efficient audio, copy typing and data entry service for GP's and health professionals.  This includes the typing of referral letters, composing letters, completing forms, transcribing of calls, minutes and emails in an accurate and quality manner.  

To assist the practice with clerical and administrative duties.  

Liaise with patients, hospitals and outside agencies as necessary.  

To receive incoming and initiate outgoing telephone calls in order to deal with appropriate queries. 

To make appointments, attend meetings and take minutes.  

About us

We are a dynamic practice, staffed by a hardworking, enthusiastic and friendly team and we are committed to providing high standards of care to patients.  

The main practice site is a large purpose built primary care facility which provides the team with a contemporary working environment.  

We are a training and research practice.  

We offer a competitive salary including the option to join the NHS pension scheme.  

Job description

Job responsibilities

To provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to the clinical team in accordance with Clarence Medical Centre protocols and National standards, policies and procedures.

Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Main Job Responsibilities:

  • To provide an efficient audio, copy typing and data entry service for GPs and health professionals.
  • The typing of referral letters, composing letters, transcribing of calls and completing of forms.
  • Attending meetings and taking minutes.
  • Liaise with outside agencies, patients and hospitals as necessary.
  • To receive and deal with incoming and outgoing telephone calls.


  • To have a thorough knowledge of all Practice procedures.
  • To work in accordance of written protocols
  • Process appointment requests for today and future appointments from patients by telephone and in person.
  • Be able to cover Patient Care Administrator position as necessary.
  • Up dating patients records as necessary 


  • Have working knowledge of telephone system

Other Tasks

  • Ensure building security have a thorough knowledge of doors/windows/alarm.
  • Any other tasks allocated by managers


  • 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

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 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


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
  • 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 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

Person Specification



  • The successful candidate would have some knowledge of medical terminology and it would be desirable for them to have previous medical secretary experience.
  • The successful candidate should also have experience of audio typing and be computer literate.
  • Knowledge of EMIS WEB and Docman preferred but not essential.
  • Excellent customer service skills, individual work load management and the ability to work as part of a team are essential.

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

Dr Dobson and Partners


Clarence Medical Centre

West Kinmel Street



LL18 1DA

Employer's website (Opens in a new tab)

For questions about the job, contact:

Liz Howard


Date posted

10 June 2022

Pay scheme






Working pattern


Reference number


Job locations

Clarence Medical Centre

West Kinmel Street



LL18 1DA

If there's technical issues with the website, contact:



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.