Job summary To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS). Main duties of the job Typing letters, reports and associated documentation as required Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently Manage all enquires in an effective manner Maintain an accurate referrals database Action all incoming faxes Process calling letters as requested Scanning of patient related documentation and attaching scanned documents to patients healthcare records Input data into the patients healthcare records as necessary Process referrals using the electronic referral system (ERS) Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms Read code data on SystemOne Answer incoming phone calls, transferring calls or dealing with the callers request appropriately Manage all administrative queries as necessary Carry out system searches as requested Maintain a clean, tidy, effective working area at all times Support all clinical staff with general administrative tasks as requested About us Whaddon Healthcare is an innovative, well established CQC rated Outstanding GP Practice which also provides a range of specialist Community Services including Cardiology, Respiratory, Gynecology and BLMK Long Covid Service. We work over 2 purpose-built sites in Bletchley with a list size of 21,000 and growing. Date posted 14 April 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time Reference number A2500-25-0000 Job locations 25 Witham court Tweed drive Bletchley Milton Keynes MK3 7QU Water Eaton Health Centre Fern Grove Bletchley MK2 3HN Job description Job responsibilities Main Duties The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: a. Typing letters, reports and associated documentation as required b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently c. Manage all enquires in an effective manner d. Maintain an accurate referrals database e. Action all incoming faxes f. Process calling letters as requested g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records h. Input data into the patients healthcare records as necessary i. Process referrals using the electronic referral system (ERS) j. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms k. Read code data on SystemOne l. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately m. Manage all administrative queries as necessary n. Carry out system searches as requested o. Maintain a clean, tidy, effective working area at all times p. Support all clinical staff with general administrative tasks as requested Second Duties In addition to the primary responsibilities, the medical secretary may be requested to: a. Partake in audit as directed by the audit lead b. Produce meeting agendas and record the minutes of meetings c. Support reception staff, providing cover during staff absences d. Complete opening and closing procedures in accordance with the duty rota Job description Job responsibilities Main Duties The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: a. Typing letters, reports and associated documentation as required b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently c. Manage all enquires in an effective manner d. Maintain an accurate referrals database e. Action all incoming faxes f. Process calling letters as requested g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records h. Input data into the patients healthcare records as necessary i. Process referrals using the electronic referral system (ERS) j. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms k. Read code data on SystemOne l. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately m. Manage all administrative queries as necessary n. Carry out system searches as requested o. Maintain a clean, tidy, effective working area at all times p. Support all clinical staff with general administrative tasks as requested Second Duties In addition to the primary responsibilities, the medical secretary may be requested to: a. Partake in audit as directed by the audit lead b. Produce meeting agendas and record the minutes of meetings c. Support reception staff, providing cover during staff absences d. Complete opening and closing procedures in accordance with the duty rota Person Specification Qualifications Essential Educated to GCSE level or equivalent GCSE Mathematics & English (C or above) Desirable NVQ Level 2 in Health and Social Care Experience Essential Experience of working with the general public Experience of working in a health care setting as a medical secretary Experience of administrative duties Desirable Experience in a GP Practice or Health Care Organisation Person Specification Qualifications Essential Educated to GCSE level or equivalent GCSE Mathematics & English (C or above) Desirable NVQ Level 2 in Health and Social Care Experience Essential Experience of working with the general public Experience of working in a health care setting as a medical secretary Experience of administrative duties Desirable Experience in a GP Practice or Health Care Organisation Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Whaddon Healthcare Address 25 Witham court Tweed drive Bletchley Milton Keynes MK3 7QU Employer's website https://whaddonhealthcare.co.uk/ (Opens in a new tab)