ICO Health Group is seeking an experienced and highly organised Medical Secretary/Administrator to join our busy and friendly GP practice team. The successful candidate will provide comprehensive secretarial and administrative support to clinicians, ensuring the efficient management of referrals, clinical correspondence, and patient records.
Applicants must have a minimum of 5 years’ experience working within an NHS GP Practice and possess a strong understanding of NHS referral pathways, medical terminology, and primary care systems, including EMIS Web and e-RS. This role requires excellent communication, organisational, and prioritisation skills, together with a commitment to delivering high-quality patient‑centred support in a fast‑paced environment.
Responsibilities
The Medical Secretary/Administrator will provide high‑quality administrative and secretarial support to the clinical team, ensuring the smooth and efficient operation of practice services.
Key responsibilities include:
- Managing and processing referrals via the NHS e‑Referral Service (e‑RS).
- Preparing, processing, and monitoring referrals to secondary care and community services.
- Handling incoming and outgoing clinical correspondence, including hospital letters, reports, and discharge summaries.
- Maintaining accurate and up‑to‑date patient records using EMIS Web, Docman, and other clinical systems.
- Liaising with hospitals, community providers, patients, and external agencies regarding referrals and appointments.
- Tracking referral outcomes and following up outstanding investigations, appointments, and reports.
- Providing administrative support to GPs and the wider multidisciplinary team.
- Responding to patient enquiries relating to referrals and correspondence in a professional and timely manner.
- Ensuring confidentiality is maintained in accordance with GDPR, NHS policies, and practice procedures.
- Supporting the Practice Manager and clinicians with additional administrative duties as required.
- Contributing to the effective delivery of high‑quality patient care through efficient administrative processes.
About us
We are a friendly and happy team based at Downham Health & Leisure Centre in BR1.
Job details
Medical Secretary / Administrator
Employer: ICO Health Group Location: Downham Health & Leisure Centre BR1 5EP Job Type: Full‑Time, Permanent Salary: Dependant on Experience Hours: 37 hours per week
About You
- Minimum of 5 years’ experience working within an NHS GP Practice
- Previous experience as a Medical Secretary and Administration in Primary Care
- Excellent knowledge of NHS referral processes and the NHS e‑Referral Service (e‑RS)
- Strong understanding of medical terminology
- Experience using GP clinical systems such as EMIS Web and Docman
- Excellent organisational skills and attention to detail
- Strong communication and interpersonal skills
- Ability to prioritise workload and work independently under pressure
- Competent in Microsoft Office applications
- Experience in a multi‑site GP practice
- Knowledge of QOF, enhanced services, and primary care pathways
- Experience supporting GP partners and wider multidisciplinary teams
What We Offer
- Competitive salary dependent on experience
- Supportive and friendly working environment
- Annual leave entitlement in line with NHS terms and conditions
- Free parking
Additional Information
Please note that applications will only be considered from candidates who can demonstrate a minimum of 5 years’ NHS General Practice experience. Applications from candidates without relevant GP practice experience may not be shortlisted.
We are committed to promoting equality, diversity, and inclusion and welcome applications from all suitably qualified candidates.
Person Specification
Good standard of education including GCSE English and Mathematics (or equivalent).
Qualifications
- Medical terminology qualification or equivalent experience
Additional
- Ability to work full‑time hours.
- Satisfactory references and pre‑employment checks.
- Eligibility to work in the UK.
- Good interpersonal and Communication skills
- Live local to the practice
Experience
- Good understanding of NHS General Practice operations and procedures
- Knowledge of NHS referral pathways and processes
- Understanding of medical terminology
- Knowledge of confidentiality, GDPR, and Information Governance requirements
- Understanding of safeguarding responsibilities within primary care
- Awareness of NHS policies and standards relevant to the role
- Experience of working in General Practice
Personal Attributes
- Excellent written and verbal communication skills
- Strong organisational and time management skills
- Ability to prioritise workload and meet deadlines
- High level of accuracy and attention to detail
- Ability to work independently and use initiative
- Excellent interpersonal skills and ability to work as part of a team
- Competent in Microsoft Office applications including Outlook, Word, and Excel
- Ability to handle sensitive and confidential information appropriately
- Ability to remain calm and professional under pressure
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.
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