Job summary An exciting opportunity for a medical secretary to join our team following the retirement of our current secretary the post is part time 4 hours per day 5 days per week Are you ready to step into a rewarding role? Due to a retirement we are looking for an experienced medical secretary, offering you the chance to work in a very friendly practice. The successful candidate will need excellent IT, secretarial and customer service skills. Main duties of the job This role offers an exciting opportunity for a highly organised and self motivated individual to provide efficient and comprehensive secretarial and administrative support within a busy GP Practice. The position involves working independently within broad procedural guidelines, ensuring the smooth delivery of administrative tasks critical to patient care. Key responsibilities include managing correspondence, maintaining patient records, co-ordinating referrals, and supporting clinicians in providing access to secondary and community services. The successful candidate will also act as a first point of contact for secretarial queries, demonstrating professionalism, empathy and excellent communication skills when dealing with patients and external providers. This dynamic role requires adaptability, attention to detail, strong computer skills and a proactive approach to meeting the needs of the practice and its patients. About us Glebefields Surgery is a busy practice with a very dedicated team of clinicians and approximately 4000 patients, offering a wide range of services to our patients. We are housed within a purpose built Health Centre in Tipton. Our practice has been rated good by CQC and we take great pride in delivering quality care to our valued patients. We have a happy and positive team and staff retention is one of our key strengths. We are committed to developing and supporting our staff. Date posted 03 March 2025 Pay scheme Other Salary Depending on experience Dependant upon experience Contract Permanent Working pattern Part-time, Flexible working Reference number A5682-25-0000 Job locations St Marks Road Tipton West Midlands DY4 0SN Job description Job responsibilities Provide comprehensive secretarial and administrative support, including word processing, form completion, scanning and drafting correspondence. Use the practice referral system to ensure letters and forms are sent to the appropriate providers, appointments are scheduled as necessary, and passwords are distributed. Manage and prioritise content from the secretarial in boxes in response to clinicians and external providers, taking timely and appropriate action. Accurately record all actions related to patients in their medical records, ensuring the use of appropriate coding where applicable. Assist clinicians by advising on available secondary or community services. Collaborate with practice staff and the multi disciplinary team to deliver high quality services to patients. Handle telephone queries, take messages professionally and courteously, assess priorities and address issues promptly Respond to call from anxious or distressed patients with empathy and professionalism, resolving concerns where possible, and maintaining a positive and welcoming demeanour. Oversee the production of medical reports, letters and requests for medical records, ensuring actions are documented and completed withing designated timeframes. Advising practice manager when reports have been sent so payments can be monitored. Schedule appointments, bookings and admissions as required Make effective use of available information technology and adapt to advancements as they arise. Support the management team with clerical and administrative tasks. Monitor e-referral and other worklists, prioritising and acting on tasks efficiently. Sort and handle internal and external mail, including arranging postage. Participate in Practice Learning Events and contribute to ongoing projects. Maintain flexibility to meet the evolving needs of the practice. Ensure the office environment Is kept clean and organised. Job description Job responsibilities Provide comprehensive secretarial and administrative support, including word processing, form completion, scanning and drafting correspondence. Use the practice referral system to ensure letters and forms are sent to the appropriate providers, appointments are scheduled as necessary, and passwords are distributed. Manage and prioritise content from the secretarial in boxes in response to clinicians and external providers, taking timely and appropriate action. Accurately record all actions related to patients in their medical records, ensuring the use of appropriate coding where applicable. Assist clinicians by advising on available secondary or community services. Collaborate with practice staff and the multi disciplinary team to deliver high quality services to patients. Handle telephone queries, take messages professionally and courteously, assess priorities and address issues promptly Respond to call from anxious or distressed patients with empathy and professionalism, resolving concerns where possible, and maintaining a positive and welcoming demeanour. Oversee the production of medical reports, letters and requests for medical records, ensuring actions are documented and completed withing designated timeframes. Advising practice manager when reports have been sent so payments can be monitored. Schedule appointments, bookings and admissions as required Make effective use of available information technology and adapt to advancements as they arise. Support the management team with clerical and administrative tasks. Monitor e-referral and other worklists, prioritising and acting on tasks efficiently. Sort and handle internal and external mail, including arranging postage. Participate in Practice Learning Events and contribute to ongoing projects. Maintain flexibility to meet the evolving needs of the practice. Ensure the office environment Is kept clean and organised. Person Specification Personal Qualities Essential Friendly, approachable, and a professional demeanour Flexible and adaptable to the needs of the practice Proactive and able to take initiative Reliable and punctual with a strong sense of responsibility Commitment to continuous personal and professional development Desirable Excellent written and verbal communication skills Strong organisational skills with the ability to priorities workload and meet deadlines Attention to detail and high levels of accuracy Ability to work independently and as part of a team Professional and courteous telephone manner Competence in handling difficult or distressed individuals with empathy and discretion Experience Essential Previous experience in a secretarial or administrative role in a professional environment Experience working in a busy office environment, managing competing priorities Desirable Previous experience working in a GP practice setting Experience of using systmone Familiarity with NHS referral process and e-referral systems Qualifications Essential Word Processing Level 3 Administration / Secretarial Qualification Desirable AMSPAR Medical Secretaries Diploma IT Qualification Training in Medical Terminology Person Specification Personal Qualities Essential Friendly, approachable, and a professional demeanour Flexible and adaptable to the needs of the practice Proactive and able to take initiative Reliable and punctual with a strong sense of responsibility Commitment to continuous personal and professional development Desirable Excellent written and verbal communication skills Strong organisational skills with the ability to priorities workload and meet deadlines Attention to detail and high levels of accuracy Ability to work independently and as part of a team Professional and courteous telephone manner Competence in handling difficult or distressed individuals with empathy and discretion Experience Essential Previous experience in a secretarial or administrative role in a professional environment Experience working in a busy office environment, managing competing priorities Desirable Previous experience working in a GP practice setting Experience of using systmone Familiarity with NHS referral process and e-referral systems Qualifications Essential Word Processing Level 3 Administration / Secretarial Qualification Desirable AMSPAR Medical Secretaries Diploma IT Qualification Training in Medical Terminology 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 Glebefields Surgery Address St Marks Road Tipton West Midlands DY4 0SN Employer's website https://www.mysurgerywebsite.co.uk/index.aspx?prM88612 (Opens in a new tab)