Medical Secretary


Company:	NHS Jobs
Salary:	from £12.75 an hour
Hours:	Full-time
Location:	Leighton Buzzard, LU7 1RS
Job type:	Permanent
Posting date:	17 Sept 2026
Closing date:	27 Sept 2026

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Summary

Job Title: Medical SecretaryLocation: Salisbury House SurgeryResponsible to: Practice Manager Job Purpose The Medical Secretary will provide high-quality, efficient and confidential secretarial and administrative support to the GPs and wider clinical team. The post holder will play an important role in ensuring referrals, clinical correspondence, e-consultations and other patient-related administration are processed accurately and promptly. The role will also include summarising historic paper medical records onto SystmOne. The role requires excellent organisational and communication skills, attention to detail and the ability to manage a busy and varied workload. Main Duties and Responsibilities Referrals and Clinical Administration Process GP referrals accurately and within appropriate timescales. Prepare and submit referrals using relevant NHS electronic referral systems and local pathways. Ensure referral documentation contains the required clinical information and supporting documentation. Monitor referrals and follow up outstanding information where necessary. Process urgent and routine referral requests appropriately. Support clinicians with queries relating to referral pathways and administrative processes. Liaise with hospitals, community services and other healthcare providers regarding referrals and patient care. Deal with rejected or returned referrals and ensure these are brought to the attention of the appropriate clinician. Maintain accurate records of referrals and associated correspondence on SystmOne. E-Consult Administration Support the day-to-day administration of the practice's e-consultation service. Review incoming e-consultation requests and ensure they are directed to the appropriate clinician or team in accordance with practice procedures. Process administrative e-consult requests where appropriate. Ensure urgent or potentially time-sensitive requests are escalated promptly in accordance with practice protocols. Communicate with patients regarding e-consult outcomes or next steps where appropriate. Maintain accurate records of actions and communications on SystmOne. Medical Records Summarising Summarise patients' historic paper medical records accurately onto SystmOne. Review paper records and identify relevant clinical information for inclusion within the electronic patient record. Accurately record significant diagnoses, medical history, procedures, allergies, immunisations and other relevant information in accordance with practice protocols. Apply appropriate clinical coding where required and within the competencies of the role. Ensure patient records are clear, accurate, complete and maintained to a high standard. Escalate any unclear clinical information or discrepancies to an appropriate clinician. Maintain strict patient confidentiality when handling paper and electronic medical records. Secretarial and Administrative Support Provide comprehensive secretarial and administrative support to GPs and other members of the clinical team. Type and process letters, reports, referrals and other clinical correspondence accurately and efficiently. Process incoming and outgoing correspondence and ensure information is directed to the appropriate person. Manage electronic tasks and workflow in a timely manner. Assist with reports, forms and other documentation requested by clinicians. Maintain accurate and up-to-date patient records. Scan, upload and appropriately code documentation where required. Prioritise workload effectively, particularly where requests are urgent or time-sensitive. Death Certificates and Bereavement Administration Support GPs with the administration associated with patient deaths and death certification. Process relevant documentation accurately and sensitively in accordance with current procedures. Liaise with GPs, families, funeral directors, Medical Examiner services and other relevant organisations as required. Ensure documentation and patient records are updated appropriately following notification of a patient's death. Communicate with bereaved relatives in a compassionate, professional and sensitive manner. Maintain confidentiality and discretion when dealing with bereavement-related matters. Patient and External Communication Communicate professionally and compassionately with patients and their representatives by telephone, electronically and face-to-face where required. Respond to patient queries relating to referrals and other administrative matters within the scope of the role. Liaise with hospitals, consultants, community teams and other external organisations. Ensure complex or clinical queries are escalated to the appropriate member of the team. Maintain a helpful and professional approach when dealing with sensitive or challenging situations. Confidentiality and Information Governance Maintain patient confidentiality at all times and comply with UK GDPR, Data Protection legislation and practice policies. Ensure patient information is accessed and shared only where appropriate and necessary. Handle sensitive and confidential information with discretion. Follow practice procedures relating to information governance, safeguarding and confidentiality. Team Working Work collaboratively with GPs, nursing staff, reception, administration and management teams. Provide reasonable administrative cover and support to colleagues during periods of absence or increased workload. Attend practice meetings and training sessions as required. Contribute positively to the development and improvement of administrative processes. Identify concerns, delays or potential risks and escalate these appropriately. Maintain a flexible approach to meet the changing needs of the practice. General Responsibilities The post holder will be expected to: Work in accordance with Salisbury House Surgery policies and procedures. Maintain a professional and courteous manner at all times. Demonstrate excellent attention to detail and accuracy. Manage competing priorities and work effectively under pressure. Complete mandatory and role-specific training as required. Participate in appraisal and identify opportunities for continued professional development. Promote equality, diversity and inclusion and treat patients and colleagues with dignity and respect. Undertake other reasonable duties appropriate to the role as requested by the Practice Manager or senior clinical team.

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