Medical Secretary

Job summary The Medical Secretary plays a vital role in supporting the efficient delivery of patient care by providing comprehensive administrative, secretarial and clerical support to GPs, clinicians and the wider team. Key responsibilities include preparing and processing referrals, correspondence, reports and medical documentation, managing electronic referral systems, maintaining patient records, and ensuring information is recorded and updated correctly on clinical systems. The role requires regular communication with patients, secondary care providers, community services and other healthcare professionals to coordinate care and facilitate the smooth progression of referrals and treatment pathways. The role is also responsible for processing medical records requests, supporting registration and records transfer processes, handling incoming and outgoing communications, and undertaking clinical coding and administrative audits where required. The post holder must maintain the highest standards of confidentiality, professionalism and accuracy, ensuring compliance with practice policies, information governance requirements and safeguarding procedures. 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. Process and monitor NHS and private referrals using ERS, RSS, Gateway and SystmOne. Liaise with hospitals, consultants and community services regarding referrals and patient care. Manage telephone calls, enquiries, emails, post and incoming documentation. Scan, upload and maintain accurate patient records and filing systems. Undertake clinical coding and summarising to maintain record accuracy. Process medical records requests, SARs, insurance, solicitor and DVLA reports. Administer private fee requests, invoicing and financial records. Track referrals and follow up outstanding results, clinic letters and correspondence. Support patient registrations, records transfers and related administration. Contribute to quality improvement Qualifications GCSE level education or equivalent. Experience Experience working with the public. Previous administrative experience. Skills & Knowledge Excellent communication skills. Strong IT skills Professional telephone manner. Good organisation, planning and time management. Ability to work independently and as part of a team. Problem-solving skills and attention to detail. Understanding of confidentiality About us Sleights and Sandsend Medical Practice is a well-established, patient-focused GP practice serving over 5,200 patients across the communities of Sleights, Sandsend, Whitby and the surrounding villages of North Yorkshire. The practice operates from two purpose-built sites , both offering modern facilities, dispensary services and patient parking. The practice is committed to delivering high-quality, accessible primary care through a multidisciplinary team of GPs, nurses, healthcare professionals and administrative staff. It prides itself on fostering a positive, supportive and inclusive working culture where teamwork, wellbeing and professional development are actively encouraged. Staff benefit from working within a friendly and collaborative team that values innovation, mutual respect and continuous improvement. Together, the practice is dedicated to providing safe, compassionate and responsive healthcare while maintaining strong relationships with patients, partner organisations and the wider local community. Details Date posted 12 October 2026 Pay scheme Other Salary £13.59 an hour Contract Permanent Working pattern Full-time, Compressed hours Reference number A0661-26-0004 Job locations Iburndale Lane Sleights Whitby North Yorkshire YO22 5DP United Kingdom Sandsend Surgery Sandsend Surgery East Row WHITBY North Yorkshire YO21 3SU United Kingdom Job description Job responsibilities The following are the core responsibilities. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: 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, RSS, Gateway 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, taking accurate messages, responding to enquiries and facilitating effective communication with patients, clinicians and external organisations. Pro