Secretary/AdministratorNHS

Job summary

We are seeking an enthusiastic, organised and reliable Secretary/Administrator to join our friendly and busy GP practice team.

The successful candidate will provide a comprehensive secretarial, administrative, document management and reception service, supporting clinicians, patients and colleagues in the delivery of high-quality patient care.

The role also includes reception duties such as answering telephone calls, managing appointments, responding to patient enquiries and providing a professional, courteous service at all times. The successful applicant will have excellent organisational and communication skills, strong attention to detail, and the ability to work effectively in a fast-paced healthcare environment while maintaining strict confidentiality.

Previous secretarial or administrative experience is essential, with experience in a GP practice or NHS setting being desirable.

Main duties of the job

The post holder will provide a comprehensive secretarial, administrative, document management, and reception service to support the delivery of safe, effective, and high-quality patient care. Duties will include managing incoming clinical correspondence through Docman, providing secretarial support to clinicians and the management team, preparing and processing referrals and correspondence, maintaining accurate patient records, and liaising with patients, hospitals, and external healthcare providers. The role also involves reception duties, including managing appointments, handling patient enquiries, and delivering a professional and efficient service to patients and colleagues while maintaining confidentiality and adhering to practice policies and procedures.

Job description

Medical Secretarial Duties

• Provide secretarial support to GPs, nurses, and the management team.
• Monitor referral processes and support the tracking of patient appointments and outcomes.
• Liaise with hospitals, community services, external agencies, and patients regarding appointments, referrals, and queries.
• Assist with meeting administration, including preparation of
• Undertake general secretarial duties to support the efficient running of the practice.

Reception Duties

• Greet patients and visitors in a professional, courteous and confidential manner.
• Answer incoming telephone calls and deal with enquiries appropriately.
• Book, amend and cancel appointments in accordance with practice procedures.
• Signpost patients to the most appropriate healthcare professional or service.
• Manage patient requests and ensure information is recorded accurately.
• Register new patients and update patient demographic information.
• Process repeat prescription requests in accordance with practice procedures.
• Handle patient enquiries regarding test results, referrals and general practice services.
• Manage incoming and outgoing mail.

Administrative Responsibilities

• Maintain accurate electronic patient records.
• Scan, file and retrieve documents as required.
• Support administrative projects and audits.
• Participate in administrative cover arrangements during staff absence.

Docman Workflow Management

• Process incoming correspondence received electronically through Docman.
• Identify urgent or clinically significant correspondence and escalate promptly to the appropriate clinician.
• Ensure documents are coded, filed and actioned in accordance with practice procedures.
• General Responsibilities
• Maintain patient confidentiality at all times.
• Comply with GDPR, Information Governance requirements and practice policies.
• Follow all safeguarding procedures and report concerns appropriately.
• Comply with health and safety policies and procedures.
• Participate in mandatory training and continuing professional development.
• Attend team meetings and contribute to service improvement initiatives.
• Work flexibly to meet the needs of the practice.

About us

Waterloo Medical Centre is a well-established, forward-thinking GP practice serving over12,500 patients in the local community. We are committed to delivering high-quality, patient-centred care and continually developing our services to meet the changing needs of our population.

Our multidisciplinary team includes GPs, nurses, healthcare assistants, clinical pharmacists, care coordinators, administrative staff and support teams, all working together to provide safe, effective and compassionate healthcare. We are also a training practice, supporting the development of future healthcare professionals.

We pride ourselves on being a supportive, friendly and inclusive place to work, where teamwork, professionalism and mutual respect are at the heart of everything we do. Staff are encouraged to share ideas, contribute to service improvements and develop their skills through ongoing learning and training opportunities.

This is an exciting opportunity to join a busy and dedicated team, gain valuable experience in primary care, and make a meaningful contribution to the health and wellbeing of our patients and community.