Medical Secretary

Job summary An opportunity has arisen for the position of Medical Secretary here at West Oak Surgery. We are looking for a committed and hard-working person to join our small friendly team to provide a wide range of secretarial services to our clinicians. The role requires attention to deadlines and accuracy, and the ability to liaise with many service providers, patients, and colleagues. Therefore, the applicant must be reliable, adaptable, and have the ability to prioritise safely and efficiently. The applicant must be able to work on their own initiative and within the existing secretarial team, have a high standard of communication skills, and the ability to work under pressure. This role is for 21 hours per week, working over 3 days on Wednesdays, Thursdays and Fridays. Main duties of the job Provide secretarial and administrative support to GPs, clinicians and the multidisciplinary team. Prepare and process clinical correspondence, reports and referral documentation. Track referrals and follow up outstanding results, clinic letters and correspondence. Process and monitor NHS and private referrals using ERS, SystmOne and F12. Liaise with hospitals, consultants and community services regarding referrals and patient care. Manage telephone calls, enquiries, and emails to the secretarial team. Sort post and incoming or outgoing documentation, ensuring accurate processing and recording. Scan, upload and maintain accurate patient records and filing systems. Process medical record requests, SARs, insurance reports, solicitor and DVLA reports. Administer private fee requests, including invoicing and maintaining financial records in conjunction with the Practice Manager. Provide note taking in meetings and produce accurate and timely minutes. About us West Oak Surgery is a small friendly practice situated in Mapperley, Nottingham, with a practice population of approximately 5000 patients. We have a 4 GP's, 2 Nurses and 1 HCA, along with our reception, administration, and secretarial team. We are part of the Synergy PCN covering the local area. West Oak Surgery is located near to the shops, and is on a bus route. Parking is also available. Details Date posted 19 October 2026 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A3810-26-0001 Job locations 319 Westdale Lane Mapperley Nottingham NG3 6EW United Kingdom Job description Job responsibilities Provide a comprehensive secretarial, administrative and clerical support service to GPs, clinicians and the wider multidisciplinary team Produce, type and process letters, reports, referral documentation and other clinical correspondence accurately and within agreed timescales, using relevant software Process NHS and private referrals using electronic referral systems including ERS and SystmOne, monitoring worklists and actioning responses or rejections as required Submit Advice and Guidance requests to consultants and liaise with hospitals, community services and other external agencies to ensure referrals and requests are progressed efficiently Manage all incoming and outgoing telephone calls to the secretarial team, taking accurate messages, responding to enquiries and facilitating effective communication with patients, clinicians and external organisations Process, distribute and action incoming emails, electronic documents, scanned correspondence and tasks to the secretarial team in a timely manner, using relevant software Scan, upload and accurately attach documentation to patients electronic healthcare records Maintain accurate, secure and accessible electronic and paper filing systems, patient records and administrative databases Process requests for information including subject access requests, insurance reports, solicitor requests, DVLA documentation and medical records requests Manage private fees administration, including invoicing patients and third parties Process requests relating to the Medical Examiner Service Monitor and maintain referral tracking systems and undertake follow-up actions with secondary care providers where necessary Chase outstanding hospital results, clinic letters and other correspondence on behalf of clinicians Undertake death administration and associated record updates Update patient records following clinical meetings, safeguarding discussions and other multidisciplinary reviews as required Manage incoming and outgoing secretarial mail, including despatch, franking and special delivery arrangements Assist with audit, quality improvement and clinical governance activities Provide cover for the secretarial team during periods of staff absence Assist with induction and training of new staff where required Undertake mandatory training and participate in appraisal, personal development and continuous improvement activities Maintain accurate, confidential and secure handling of patient and practice information at all times Maintain a clean, organised and effective working en