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Windmill Health Centre

Medical Secretary

The closing date is 30 August 2025

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Job summary

We are seeking a dedicated and organised Medical Secretary to join our Administration team. The ideal candidate will possess strong office and administrative experience, ensuring the smooth operation of our medical practice. This role is essential in providing excellent support to our healthcare professionals and ensuring a positive experience for our patients.We are looking for an individualwho feels that they can quickly settle into the Practice, incorporating their skills into our very busy GP surgery.

Main duties of the job

  • To provide an efficient and accurate typing service to the GP's and other staff. This includes the typing and processing of letters, reports, referrals, minutes, medicolegal forms as required
  • To liaise and arrange meetings as required and to attend meetings and take minutes.
  • To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
  • To retrieve medical records and assist with the completion of medical/insurance records.
  • To produce invoices and reconcile remittances relating to private work.
  • File patient records and correspondence in patient medical records.
  • To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
  • To assist with the gathering of statistics and information when required.
  • To provide cover for other members of the secretarial team during periods of sickness and annual leave.
  • To receive and dispatch mail
  • To assist the Practice Manager when required

About us

We are a GP training practice located in Swarcliffe, Leeds, LS14.

We have 11 GP's, 4 GP Trainees, 4 Nurses and 3 HCA's as well as a good clerical support team. We are part of the Seacroft PCN and we work alongside 3 other practices in our area to deliver patient services to a diverse population in the LS14 and LS15 area.

Details

Date posted

11 August 2025

Pay scheme

Other

Salary

Depending on experience Between £12.50 and £15.00 depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A2795-25-0000

Job locations

Windmill Health Centre

Whinmoor Way

Leeds

LS14 5BD


Job description

Job responsibilities

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

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:

  • Typing letters, reports and associated documentation as required
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
  • Managing all enquiries in an effective manner
  • Maintaining an accurate referrals database
  • Actioning all incoming email
  • Processing letters as requested
  • Scanning patient related documentation and attaching scanned documents to patients healthcare records
  • Inputting data into the patients healthcare records as necessary
  • Processing referrals using the electronic referral system (ERS)
  • Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
  • Coding data on the clinical IT system
  • Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
  • Managing all administrative queries as necessary
  • Carrying out system searches as requested
  • Maintaining a clean, tidy, effective working area at all times
  • Supporting all clinical staff with general administrative tasks as requested

Job description

Job responsibilities

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

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:

  • Typing letters, reports and associated documentation as required
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
  • Managing all enquiries in an effective manner
  • Maintaining an accurate referrals database
  • Actioning all incoming email
  • Processing letters as requested
  • Scanning patient related documentation and attaching scanned documents to patients healthcare records
  • Inputting data into the patients healthcare records as necessary
  • Processing referrals using the electronic referral system (ERS)
  • Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
  • Coding data on the clinical IT system
  • Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
  • Managing all administrative queries as necessary
  • Carrying out system searches as requested
  • Maintaining a clean, tidy, effective working area at all times
  • Supporting all clinical staff with general administrative tasks as requested

Person Specification

Knowledge & skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • S1 Clinical IT system user skills
  • Effective time management (planning and organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure

Qualifications

Essential

  • GCSE in Mathematics and English (C or above)

Desirable

  • NVQ Level 2 in Health and Social Care
  • Level 3 trained in Medical Terminology
  • Experience of SystmOne
  • Experience of ERS
  • Experience of iGPR

Experience

Essential

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

Desirable

  • Experience of working in a GP practice
Person Specification

Knowledge & skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • S1 Clinical IT system user skills
  • Effective time management (planning and organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure

Qualifications

Essential

  • GCSE in Mathematics and English (C or above)

Desirable

  • NVQ Level 2 in Health and Social Care
  • Level 3 trained in Medical Terminology
  • Experience of SystmOne
  • Experience of ERS
  • Experience of iGPR

Experience

Essential

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

Desirable

  • Experience of working in a GP practice

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

Windmill Health Centre

Address

Windmill Health Centre

Whinmoor Way

Leeds

LS14 5BD


Employer's website

https://www.windmillhealthcentre.nhs.uk/index.aspx (Opens in a new tab)

Employer details

Employer name

Windmill Health Centre

Address

Windmill Health Centre

Whinmoor Way

Leeds

LS14 5BD


Employer's website

https://www.windmillhealthcentre.nhs.uk/index.aspx (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Liz Scott

lizscott2@nhs.net

01132733733

Details

Date posted

11 August 2025

Pay scheme

Other

Salary

Depending on experience Between £12.50 and £15.00 depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A2795-25-0000

Job locations

Windmill Health Centre

Whinmoor Way

Leeds

LS14 5BD


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