Clinical Admin Secretary — Flexible Hours (PT/FT)

This job has multiple roles available and is flexible to both part time and full time hours.

PML Medical Secretaries provide high quality administrative and secretarial support to clinicians and healthcare teams. They play a key role in ensuring safe and smooth patient pathways, accurate record keeping, and efficient communication within the organisation. The role contributes directly to the patient experience, service quality and the safe operation of the clinical environment.

Main duties of the job

Administrative & Secretarial Support

• Produce, format, and distribute clinical correspondence (letters, reports, referrals, discharge summaries), including complex medical terminology.
• Prepare documents, templates, and reports as required, for example 2ww monitoring and reporting.
• Act as the first point of contact for patient queries relating to referrals.
• Ensure referrals are processed in line with PML and NHS targets.
• Track patient progress and chase outstanding information or reports.

Communication

• Liaise with GPs, consultants, clinical staff, hospitals, and external agencies.
• Provide accurate information and relay messages on behalf of clinical teams.
• Handle sensitive or confidential patient information in accordance with GDPR and PML policy.

Record Keeping & Data Management

• Maintain and update patient records on clinical systems (e.g., EMIS, Docman).
• Organise, file, and archive medical notes and documentation.
• Ensure all correspondence is uploaded appropriately.

Office & Workflow Management

• Prioritise workload to meet deadlines, especially urgent or cancer related referrals.
• Manage incoming and outgoing mail, including electronic inboxes and electronic tasks.
• Support improvements in administrative processes and patient flow.

Compliance & Professional Standards

• Follow confidentiality, safeguarding, and information governance standards.
• Adhere to PML policies and CQC requirements.
• Participate in training, audits, and quality improvement activities.

About us

PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.

We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010

Job responsibilities

Role Purpose

The post-holder provides reliable and routine administrative support to ensure the smooth dailyoperation of the service. This role is designed for individuals with little or no prior administrativeexperience but who demonstrate motivation to learn, develop and contribute to team efficiency. Therole supports effective communication, accurate record-keeping, and the delivery of high-qualitypatient and service user care in line with organisational and NHS standards.

Role Accountabilities

Administrative & Operational Support

• Provide routine clerical and administrative support to ensure the effective running of theservice.
• Accurately complete basic administrative tasks such as filing, photocopying, scanning, anddata entry.
• Assist with the preparation of documents, reports, spreadsheets, and presentations underguidance from senior staff.

Information Management

• Maintain accurate and well-organised records, documents, and filing systems.
• Ensure information is updated promptly and stored in accordance with organisational andNHS policies.
• Handle all data responsibly, ensuring confidentiality, accuracy, and compliance with dataprotection and governance standards.

Communication and Coordination

• Provide courteous, professional, and timely responses to internal and external enquiries,including patients, callers, and colleagues.
• Support clear communication within the team by relaying messages, sharing informationappropriately, and maintaining effective channels of contact.
• Act as a helpful first point of contact for telephone calls, emails, and general enquiries.

Confidentiality, Compliance & Governance

• Manage sensitive information appropriately, following confidentiality requirements, dataprotection regulations (e.g., GDPR), and NHS governance policies.
• Follow organisational procedures to maintain compliance and support safe, high-qualityservice delivery.

Team Contribution & Professional Development

• Work collaboratively with colleagues, contributing to a positive, supportive team environment.
• Show willingness to learn, adapt to new administrative systems and tools, and develop skillsas required.
• Support the wider team to achieve service objectives efficiently, demonstrating reliability and a proactive approach to tasks.

Person Specification

Skills and Knowledge

• Working knowledge of Microsoft computer packages including Word, Excel, Outlook.
• Ability to carry out routine administrative tasks accurately (filing, scanning, data entry).
• Good written and verbal communication skills.
• Ability to follow procedures, policies, and guidance.
• Basic numeracy and IT literacy (e.g., Microsoft Office, email).
• Ability to work with accuracy and attention to detail.
• Ability to learn and adapt to new systems and tools.
• Awareness of confidentiality and data protection principles.
• Understanding of the importance of good record keeping.
• Ability to organise own workload with supervision.
• Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality.
• Knowledge of NHS systems or administrative procedures.

Experience

• Experience using basic IT systems (e.g., email, word processing).
• Experience working in any customer-facing, service, or team environment (paid or voluntary).
• Experience working as a Medical Secretary in an office environment.
• Experience of clinical systems (e.g., EMIS, Docman).
• Previous administrative experience.
• Experience handling sensitive or confidential information.

Behaviours and Attributes

• Able to work with minimal supervision following set procedures.
• Effective interpersonal skills.
• Committed to quality patient care/delivering excellent patient service.
• Flexible approach to work and adaptable to change.
• Ability to work as a member of a team.
• Polite, professional, and courteous manner.
• Reliable, punctual, and willing to learn.
• Ability to work calmly and effectively when dealing with enquiries.
• Respectful of diversity and inclusive in approach.
• Willingness to undertake training and development.
• Positive attitude and commitment to contributing to a supportive team environment.

Qualifications

• Good Standard of Education – Minimum English and Maths GCSE (or equivalent) at C Grade or above.
• Relevant administrative or IT training/certificates.

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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