Administrator/Medical SecretaryNHS

Job summary

The practice are currently looking for an experienced GP Administrator/Medical Secretary who demonstrates common sense, flexibility, and a good sense of humour, and who will contribute positively to our friendly and supportive working environment. This vacancy is full-time (37hrs).

Main duties of the job

This is a varied and rewarding role that requires previous experience working within General Practice, together with a good working knowledge of EMIS and Docman. The successful candidate will provide comprehensive administrative and medical secretarial support to the clinical team, ensuring that patient records, referrals, correspondence, and other practice systems are managed efficiently and accurately.

The ideal candidate will be computer literate and possess excellent communication skills, both written and verbal. A high level of attention to detail is essential, as is the ability to maintain confidentiality and professionalism at all times.

This is a fast-paced and demanding role, requiring someone who can adapt quickly to changing priorities, learn new skills with ease, and manage their workload effectively. Strong organisational skills, the ability to work independently and as part of a team, and a proactive approach to problem-solving are all key attributes for success in this position.

Job description

The successful candidate will provide efficient and effective administrative support to the practice team, ensuring the smooth day-to-day operation of the surgery. The post holder will undertake a variety of administrative duties to support the delivery of high-quality patient care and excellent customer service while maintaining patient confidentiality at all times.

The Primary Care Administrator will work closely with clinicians, management, patients, and external healthcare organisations to ensure that patient records, correspondence, referrals, and practice systems are managed accurately and efficiently.

Main Duties and Responsibilities

Secretarial Duties

• Provide a full secretarial service to GPs and other healthcare professionals.
• Process referrals via the NHS e-Referral Service (e-RS) and other referral pathways in a timely manner.
• Prepare, type, and distribute clinical correspondence, reports, and other documentation as required.
• Monitor and track referrals, investigations, and appointments, ensuring appropriate follow-up action is taken.
• Liaise with hospitals, community teams, and external agencies regarding patient care and appointments.
• Manage incoming and outgoing correspondence, ensuring appropriate coding, filing, and actioning of documents.

Administrative Duties

• Maintain accurate and up-to-date patient records using EMIS and Docman systems.
• Process and file clinical documents, test results, and hospital correspondence.
• Undertake general administrative duties including scanning, filing, photocopying, and document management.
• Assist with workflow management to ensure correspondence is processed efficiently.

Communication

• Act as a professional point of contact for patients, healthcare professionals, and external organisations.
• Respond to telephone and written enquiries in a courteous and professional manner.
• Communicate effectively with members of the multidisciplinary team.
• Maintain confidentiality and professionalism at all times.

Information Governance

• Ensure compliance with GDPR, Data Protection legislation, and NHS Information Governance requirements.
• Maintain patient confidentiality at all times and only access records where necessary for the role.
• Follow practice policies and procedures regarding information security and record keeping.

Quality and Professional Development

• Participate in practice meetings and relevant training.
• Maintain and develop knowledge of NHS systems, referral pathways, and practice procedures.
• Contribute to service improvement initiatives and administrative audits where required.
• Undertake any other duties appropriate to the role and grade as requested by the Practice Manager.

About us

North Shore Surgery is a large, modern, forward-thinking training practice based in North Blackpool. We are proud to provide high-quality care to our diverse patient population and are committed to supporting innovation, learning, and professional development within primary care.

Our clinical team comprises 5 GPs, 3 Advanced Practitioners, 4 skilled Practice Nurses, Healthcare Assistants, Practice Pharmacists, and a Paramedic, all working collaboratively to deliver excellent patient care.

As part of the North Primary Care Network, we also benefit from a wider multidisciplinary team including Care Coordinators, First Contact Practitioners, Pharmacists, Social Prescribers, GP Assistants, and a Digital Lead. This enables us to offer comprehensive support to our patients while fostering a collaborative and supportive working environment for our staff.