Job summary
We are looking for an organised, reliable and detail-focused Medical Secretary to join our friendly and supportive practice team. This is a part-time, permanent position at 25-30 hours per week.

The successful applicant will provide medical secretarial and administrative support to our clinicians, helping to ensure referrals, correspondence and other clinical administration are processed accurately and efficiently.

Previous experience in general practice, the NHS or healthcare would be beneficial, but we also welcome applications from candidates with strong administrative or secretarial experience and a willingness to learn. Full induction and training will be provided.

Please note that we reserve the right to close this vacancy early if we receive a high volume of applications. We therefore encourage candidates to submit their application as soon as possible.

Main duties of the job
The Medical Secretary will support clinicians with referrals, clinical correspondence, medical reports and other administrative work.

The role involves communicating with patients, clinicians, hospitals and other healthcare organisations, managing electronic workflows and ensuring work is completed accurately and within appropriate timescales.

You will need to be organised, able to prioritise competing demands, have excellent attention to detail and maintain confidentiality when handling sensitive patient information.

About us
We are a well-established and friendly GP practice based in the Hillsborough area of Sheffield.

Our practice includes GP Partners, clinical staff and dedicated reception, administration and secretarial teams who work together to provide high-quality care to our patients.

We offer a supportive and collaborative working environment where staff are valued and encouraged to develop their skills. Full induction and role-specific training will be provided.

Job responsibilities
Job Purpose
To provide an efficient and professional medical secretarial service to clinicians, supporting the processing of referrals, clinical correspondence, medical reports and other administrative work.

Main Responsibilities

• Process clinical correspondence, referrals, medical reports and other administrative requests accurately and within appropriate timescales.
• Prepare and process referrals following clinician instructions and practice procedures.
• Process medical reports, information requests and other non-NHS work in accordance with practice procedures.
• Maintain accurate patient records and manage electronic and paper documentation.
• Communicate professionally with patients, clinicians, hospitals and other healthcare organisations.
• Use practice systems including SystmOne, ICE, NHS Mail and other relevant systems.
• Manage and prioritise a varied workload, monitoring outstanding work and escalating urgent or complex requests where necessary.
• Maintain strict confidentiality and comply with information governance and safeguarding requirements.
• Work collaboratively with clinicians and colleagues across the practice.

Full induction and training will be provided, including training on practice systems and procedures.

Person Specification
Qualifications
Essential

• Good standard of general education, including English and Maths, or equivalent experience

Desirable

• Qualification in administration, medical secretarial studies, business administration, healthcare or a related subject

Knowledge, skills and abilities
Essential

• Clear and professional written communication skills
• Excellent attention to detail and accuracy
• Ability to organise and prioritise workload and work to deadlines
• Ability to work independently and as part of a team

Desirable

• Knowledge of medical terminology
• Knowledge of NHS referral processes
• Experience of using SystmOne or other healthcare systems

Experience
Essential

• Experience of working in an administrative or secretarial role
• Experience of using computer systems to accurately process and manage information
• Experience of handling confidential or sensitive information

Desirable

• Experience of working in the NHS or another healthcare setting
• Experience of working in General Practice
• Experience of processing clinical correspondence, referrals or medical reports

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.