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Whitewater Health

Medical Secretary/PA

The closing date is 24 October 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 roles for the GP team, with GPs allocated to you directly to support. 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. ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the practice.To support the practice in promoting quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and carry out other duties as directed by the partners.

Main duties of the job

The Secretary/PA will primarily report to the GP Partners and is responsible for:

  • Overseeing the administration and supporting the partners with their extensive workload.
  • Actioning tasks involving direct contact with patients
  • Completing forms and sending to external agencies such as secondary care and community service providers
  • Identifying and Supporting the Quality and Outcome Frameworks and other DES/LES specifications, assist with QOF targets
  • Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadline
  • Knowledge of general practice clinical systems, such as, EMIS, Docman, eRs
  • Developing, implementing, and embedding efficient office processes and procedures to adhere to existing legislation
  • Monitoring workflows to ensure they are completed in a timely manner

About us

We are a friendly team of clinical and administrative staff, operating from two sites in Hook and Hartley Wintney, providing care to over 18,000 patients.

Details

Date posted

22 September 2025

Pay scheme

Other

Salary

£13.40 to £14 an hour

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A3589-25-0016

Job locations

Reading Road

Hook

Hampshire

RG27 9ED


The Surgery

1 Chapter Terrace

Hartley Wintney

Hook

Hampshire

RG27 8QJ


Job description

Job responsibilities

We are seeking an organised, professional, and proactive Medical Secretary/PA to provide high-level administrative and secretarial support to medical professionals and departments. The role involves managing correspondence, appointments, and patient records, ensuring smooth daily operations within the healthcare environment.

Key Responsibilities:Secretarial/Administrative Support:

  • Typing and transcribing medical letters, reports, and patient notes

  • Acting as the first point of contact for queries from patients, staff, and external agencies.

  • Maintaining accurate and confidential patient records (electronic and paper).

  • Processing incoming and outgoing correspondence promptly.

Personal Assistant Duties:

  • Managing emails, reminders, and prioritising tasks.

  • Drafting letters and handling confidential information sensitively.

Patient Liaison:

  • Handling patient enquiries via phone, email, and in person with professionalism and empathy.

  • Coordinating appointments, tests, and follow-ups.

  • Ensuring patients are informed about their care pathway.

Office & Systems Management:

  • Using medical software systems (e.g., EMIS, Docman, eRs, Outlook).

  • Ensuring administrative processes comply with GDPR, NHS standards, or clinic protocols.

  • Key Skills and Attributes:
  • Excellent organisational and time management skills.
  • High level of confidentiality, professionalism, and attention to detail.
  • Strong written and verbal communication skills.
  • Ability to multitask and prioritise in a busy clinical environment.
  • Proficiency in Microsoft Office (Word, Excel, Outlook) and medical IT systems.

Job description

Job responsibilities

We are seeking an organised, professional, and proactive Medical Secretary/PA to provide high-level administrative and secretarial support to medical professionals and departments. The role involves managing correspondence, appointments, and patient records, ensuring smooth daily operations within the healthcare environment.

Key Responsibilities:Secretarial/Administrative Support:

  • Typing and transcribing medical letters, reports, and patient notes

  • Acting as the first point of contact for queries from patients, staff, and external agencies.

  • Maintaining accurate and confidential patient records (electronic and paper).

  • Processing incoming and outgoing correspondence promptly.

Personal Assistant Duties:

  • Managing emails, reminders, and prioritising tasks.

  • Drafting letters and handling confidential information sensitively.

Patient Liaison:

  • Handling patient enquiries via phone, email, and in person with professionalism and empathy.

  • Coordinating appointments, tests, and follow-ups.

  • Ensuring patients are informed about their care pathway.

Office & Systems Management:

  • Using medical software systems (e.g., EMIS, Docman, eRs, Outlook).

  • Ensuring administrative processes comply with GDPR, NHS standards, or clinic protocols.

  • Key Skills and Attributes:
  • Excellent organisational and time management skills.
  • High level of confidentiality, professionalism, and attention to detail.
  • Strong written and verbal communication skills.
  • Ability to multitask and prioritise in a busy clinical environment.
  • Proficiency in Microsoft Office (Word, Excel, Outlook) and medical IT systems.

Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths
  • Previous experience in a medical secretary or administrative role (essential).
  • RSA/OCR/NVQ Level 2 or 3 in Administration/Secretarial Studies or equivalent (desirable).
  • Knowledge of medical terminology (essential).
  • Experience supporting clinical staff in a healthcare setting (e.g., NHS, private practice).
Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths
  • Previous experience in a medical secretary or administrative role (essential).
  • RSA/OCR/NVQ Level 2 or 3 in Administration/Secretarial Studies or equivalent (desirable).
  • Knowledge of medical terminology (essential).
  • Experience supporting clinical staff in a healthcare setting (e.g., NHS, private 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

Whitewater Health

Address

Reading Road

Hook

Hampshire

RG27 9ED


Employer's website

https://www.hooksurgery.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Whitewater Health

Address

Reading Road

Hook

Hampshire

RG27 9ED


Employer's website

https://www.hooksurgery.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Operations Manager

Joanne Clinch

joanne.clinch1@nhs.net

Details

Date posted

22 September 2025

Pay scheme

Other

Salary

£13.40 to £14 an hour

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A3589-25-0016

Job locations

Reading Road

Hook

Hampshire

RG27 9ED


The Surgery

1 Chapter Terrace

Hartley Wintney

Hook

Hampshire

RG27 8QJ


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