Medical Secretary
Health and Beyond
Birmingham, B25 8AA
Salary
£13.17
Contract
Permanent
Hours
Not specified
Closing date
7 September 2026
7 days left
Job description
Job purpose/summary: To be responsible for the provision of an efficient, comprehensive secretarial and administrative support service to the Practice...
Core Responsibilities
Maintain an accurate referrals database
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
Record the minutes of meetings
Manage all administrative queries as necessary including support with registrations, medical records requests,
Carry out system searches as requested
- Support all clinical staff with general administrative tasks as requested
- Cover reception as and when needed, especially during moments of staff shortages or high demand
Job purpose/summary
This is a full time 37.5 hour a week role, Mon - Fri 8am - 6.30pm fully flexible.
To be responsible for the provision of an efficient, comprehensive secretarial and administrative support service to the Practice. To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant.
Good communications are extremely important within the Practice, with patients and with outside agencies and you will be expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patients confidentiality.
Core Responsibilities
Maintain an accurate referrals database
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
Record the minutes of meetings
Manage all administrative queries as necessary
Carry out system searches as requested
- Support all clinical staff with general administrative tasks as requested
Other Responsibilities
- To provide a first class secretarial service to the Practice and Patients.
- The efficient processing of referral letters and medical reports. To prioritise all correspondence
- To work with all members of the Practice team to ensure workload is completed in a timely and efficient manner.
- To deal with patient enquiries, exercising initiative with regard to action necessary. The GPs however must make judgement regarding the nature of any case.
- To type all letters required from GP Tasks and process them in accordance with Practice Referral Processes
- Maintain electronic file of document templates, i.e. Hospital referrals, re call letters, etc.
- Effectively operate the Choose and Book Referral system.
- Save all patient correspondence using the Practice EMIS clinical system using read codes where appropriate and to log all referrals for audit purposes.
- Produce monthly referral list for GP peer review
- Liaise with Healthcare Professionals, Patients and other External Organisations to assist with the resolution and administration of queries.
- Maintenance of a Practice Directory for services available to Patients. To include Consultants, Nursing Teams and all other services available outside the practice.
- Action tasks set by clinicians via the clinical systems and email.
- Adhere strictly to practice policies and procedures relating to secretarial processes
Other information
Confidentiality
- 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, to 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
- Reporting potential risks identified.
Our building has been purpose-built to cater for the modern regulations relating to disabled access. All patient areas are on the ground floor and a disabled patients toilet is within easy reach of the waiting area. A loop system for the hard of hearing surrounds the waiting area. If, because of hearing loss, you are unlikely to hear your name on the public address system, please notify a member of staff who will make arrangements to notify you when your doctor is ready to see you. A similar enquiry should also be made by partially sighted or blind patients if you do not have a sighted person to assist you. An induction loop system to benefit hearing aid users is in use in the reception area.
Who are we?4 Willard Road Yardley | Birmingham | West Midlands | B25 8AA is the data controller. This means it decides how your personal data is processed and for what purposes. The Health and Social Care Act 2012 changed the way that personal confidential data is processed. Therefore, it is important that patients are made aware of, and understand these changes and that you have an opportunity to object if you so wish and that you know how to do so.
Qualifications
Essential
- /
Desirable
- /
How to apply
Applications are handled entirely by the employer on the original advert. We do not collect CVs, supporting statements or application data.
Provenance
Source
NHS Jobs
First seen
28 August 2026
Last checked
31 August 2026
Salary, closing date and description are taken from the employer's advert. The original advert always takes precedence.
About the employer
NHS organisation
This listing was structured from NHS Jobs. Vacancy details and the application process remain the responsibility of the original source.
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