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Posted 16 hour(s) ago
Reference: 2452108
Job summary
We are looking for an organised, motivated and enthusiastic Medical Secretary to join our GP practice, working 29 hours per week across four days.
This is an excellent opportunity for someone with strong administrative and communication skills who enjoys working in a busy healthcare environment and making a positive difference to patients and the practice team.
As the practice's sole Medical Secretary, you will play a key role in ensuring the smooth running of our secretarial services. You will need to be confident managing your own workload, prioritising tasks and working independently, while also being a supportive and flexible member of the wider practice team.
The role will offer variety, with opportunities to support both the secretarial and reception functions of the practice, helping us provide an efficient, responsive and patient-focused service.
We are looking for someone who is reliable, professional, adaptable and committed to maintaining the highest standards of confidentiality and patient care. If you enjoy taking responsibility, working as part of a team and contributing to the delivery of NHS primary care services, we would love to hear from you.
Main duties of the job
The successful candidate will be responsible for a range of secretarial and administrative duties to support the smooth running of our NHS GP practice. These will include:
- Providing comprehensive secretarial and administrative support to GPs and the wider clinical team.
- Managing correspondence, referrals, medical reports and other clinical administration.
- Organising and prioritising their own workload, ensuring tasks are completed accurately and within appropriate timescales.
- Liaising professionally with patients, hospitals, healthcare professionals and external organisations.
- Maintaining accurate records and ensuring patient information is handled confidentially and in line with practice policies.
- Providing reception cover when required, including answering telephone calls, responding to patient queries and assisting patients attending the practice.
- Supporting colleagues and contributing to the effective day-to-day running of the surgery.
- Providing Extended Access cover when required, which may include working between 6:30 pm and 8:00 pm on Mondays, Thursdays and Fridays.
- Working additional hours when required to meet the needs of the practice and maintain an effective service.
The role requires a flexible, organised and proactive individual who can work independently, manage competing priorities and adapt to the changing needs of a busy GP practice.
About us
Shah Zaman Surgery is a well-established NHS GP practice located in Castle Vale, serving a diverse local community. Our dedicated team is committed to providing high-quality, patient-centred care and supporting the health and wellbeing of our patients.
We pride ourselves on creating a friendly, supportive and inclusive working environment where teamwork, open communication and mutual respect are valued. Our staff work collaboratively to ensure the smooth running of the practice and deliver an effective, responsive service to our patients.
We recognise the important role every team member plays in delivering excellent patient care. We encourage a culture of continuous learning and professional development, supporting our staff to build their skills, develop their knowledge and contribute positively to the practice.
Joining Shah Zaman Surgery offers the opportunity to become part of a committed team where your contribution is valued and your work makes a meaningful difference to patients and the local community.
Details
Date posted
27 October 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A4778-26-0004
Job locations
Castle Vale Primary Care Centre
70 Tangmere Drive
Birmingham
B35 7QX
United Kingdom
Job description
Job responsibilities
Job title: Medical Secretary
Accountable to: Practice Manager
Hours: 29 hours per week, worked across four days.
Job Summary
The post-holder will undertake a wide range of medical secretarial and administrative duties, providing essential support to the multidisciplinary team at Shah Zaman Surgery, an NHS GP practice serving the local community in Castle Vale.
The Medical Secretary will be responsible for processing information, managing clinical correspondence and referrals, maintaining accurate patient records and liaising with multidisciplinary team members and external organisations, including secondary care and community service providers, in accordance with practice policies and procedures.
As the sole Medical Secretary within the practice, the post-holder will be responsible for managing and prioritising their own workload, working independently and ensuring tasks are completed accurately and within appropriate timescales.
The post-holder will also support the administration and reception teams when required, including answering telephone calls and assisting patients attending the practice. Flexibility is essential, including a willingness to provide Extended Access cover and work additional hours when required to meet the needs of the service.
The post-holder will be an integral member of the practice team and will contribute to the delivery of a safe, efficient and patient-centred service.
Mission Statement
We are dedicated to providing high-quality primary care services to our practice population without discrimination and in an environment that is safe for service users and practice staff.
Generic Responsibilities
Equality, Diversity and Inclusion
The post-holder must promote equality, diversity and inclusion and treat all patients, colleagues and visitors with dignity and respect. They must not discriminate on any grounds, including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
The post-holder must respect individual needs, cultural differences and lifestyles and contribute to an inclusive and supportive working environment.
Health, Safety and Fire Safety
The post-holder must comply with practice health and safety policies and relevant legislation, taking reasonable care of their own health and safety and that of colleagues, patients and visitors.
They must identify and report hazards, maintain a safe working environment, follow fire safety procedures and cooperate with any relevant risk assessments or investigations.
Confidentiality and Information Governance
The post-holder must maintain strict confidentiality regarding all patient, staff and practice information. Patient information must only be accessed, used and disclosed in accordance with authorised duties, practice policies and applicable legislation.
The post-holder must comply with data protection and information governance requirements, maintain secure records and report any actual or suspected confidentiality or information security breaches promptly.
Quality and Continuous Improvement
The post-holder is expected to contribute to the continuous improvement of practice services by identifying opportunities to improve administrative processes, sharing good practice and supporting initiatives that enhance patient care.
They must follow practice policies and procedures and contribute to relevant audits, investigations and reviews as required.
Induction, Training and Development
The post-holder will complete the practice induction programme and all mandatory training relevant to their role.
They are expected to identify their learning needs, participate in training and development activities, maintain their knowledge and skills, and attend regular appraisals with their line manager.
Collaborative Working and Communication
The post-holder must work effectively with GPs, clinical staff, administrative colleagues, reception staff and external healthcare organisations.
They must communicate clearly and professionally, manage their time effectively, prioritise workload and use their initiative while recognising when advice or support is required.
Managing Information
The post-holder must use practice clinical systems and appropriate software to process, record and retrieve information accurately. Relevant clinical information must be coded using appropriate SNOMED CT codes in accordance with practice procedures and the level of training provided.
Service Delivery
The post-holder must comply with practice policies, procedures, protocols and relevant NHS guidance. They must support the effective delivery of services and adapt to changing operational requirements.
Security
The post-holder must follow practice security procedures, keep passwords and access codes confidential, secure sensitive information and report suspicious activity or security concerns to their line manager.
Professional Conduct and Appearance
The post-holder must maintain professional standards of conduct, dress appropriately for their role and treat patients, colleagues and visitors courteously and respectfully.
Leave
Annual leave and public holiday entitlement will be provided in accordance with the practice's employment policies and the terms of the employment contract, calculated on a pro-rata basis where applicable.
Primary Key Responsibilities
The following are the core responsibilities of the Medical Secretary:
Type letters, reports and associated documentation accurately and within appropriate timescales.
Process clinical correspondence and referrals, liaising with hospitals, community services and other healthcare professionals as necessary.
Manage incoming enquiries effectively and direct them to the appropriate person or service.
Maintain accurate referral records and monitor outstanding referrals where required.
Monitor and action incoming emails and correspondence in a timely manner.
Process patient calling and recall letters as requested.
Scan documents and attach them to the correct patient healthcare records.
Accurately enter relevant information and apply appropriate SNOMED CT clinical codes in accordance with practice procedures and training.
Process referrals using the NHS e-Referral Service (e-RS) and other relevant systems.
Process requests for information, including subject access requests, insurance and solicitor requests, and DVLA forms, in accordance with practice policies and applicable legislation.
Answer incoming telephone calls, deal with enquiries appropriately and transfer calls where necessary.
Manage administrative queries and ensure they are directed to the appropriate member of the team.
Conduct clinical system searches and extract information as requested and authorised.
Support clinical staff with general administrative duties as required.
Maintain an organised, clean and effective working area.
Manage and prioritise the secretarial workload independently, ensuring urgent tasks are identified and deadlines are met.
Maintain patient confidentiality and comply with information governance requirements at all times.
Follow practice policies and procedures relating to safeguarding adults and children, escalating concerns appropriately.
Complete all mandatory training and induction requirements.
Contribute to clinical governance, quality improvement and service development activities as required.
Attend an annual appraisal and participate in regular reviews of performance, training needs and objectives.
Undertake other reasonable duties appropriate to the role, depending on workload and staffing requirements.
Wider Responsibilities
In addition to the primary responsibilities, the Medical Secretary will:
Participate in local initiatives to improve service delivery and patient care.
Prepare meeting agendas and record minutes when required.
Provide reception cover during staff absences or periods of increased demand.
Support shared learning and the development of good practice across the team.
Undertake opening and closing procedures in accordance with the practice duty rota, where required.
Answer telephone calls, assist patients attending the surgery and support reception colleagues when necessary.
Provide Extended Access cover when required, which may include working between 6:30 pm and 8:00 pm on Mondays, Thursdays and Fridays.
Work additional hours when required, subject to the needs of the practice and applicable employment arrangements.
Demonstrate flexibility in supporting the wider team and maintaining continuity of service.
The post-holder may be required to undertake other reasonable duties commensurate with the role and level of responsibility.
Job description
Job responsibilities
Job title: Medical Secretary
Accountable to: Practice Manager
Hours: 29 hours per week, worked across four days.
Job Summary
The post-holder will undertake a wide range of medical secretarial and administrative duties, providing essential support to the multidisciplinary team at Shah Zaman Surgery, an NHS GP practice serving the local community in Castle Vale.
The Medical Secretary will be responsible for processing information, managing clinical correspondence and referrals, maintaining accurate patient records and liaising with multidisciplinary team members and external organisations, including secondary care and community service providers, in accordance with practice policies and procedures.
As the sole Medical Secretary within the practice, the post-holder will be responsible for managing and prioritising their own workload, working independently and ensuring tasks are completed accurately and within appropriate timescales.
The post-holder will also support the administration and reception teams when required, including answering telephone calls and assisting patients attending the practice. Flexibility is essential, including a willingness to provide Extended Access cover and work additional hours when required to meet the needs of the service.
The post-holder will be an integral member of the practice team and will contribute to the delivery of a safe, efficient and patient-centred service.
Mission Statement
We are dedicated to providing high-quality primary care services to our practice population without discrimination and in an environment that is safe for service users and practice staff.
Generic Responsibilities
Equality, Diversity and Inclusion
The post-holder must promote equality, diversity and inclusion and treat all patients, colleagues and visitors with dignity and respect. They must not discriminate on any grounds, including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
The post-holder must respect individual needs, cultural differences and lifestyles and contribute to an inclusive and supportive working environment.
Health, Safety and Fire Safety
The post-holder must comply with practice health and safety policies and relevant legislation, taking reasonable care of their own health and safety and that of colleagues, patients and visitors.
They must identify and report hazards, maintain a safe working environment, follow fire safety procedures and cooperate with any relevant risk assessments or investigations.
Confidentiality and Information Governance
The post-holder must maintain strict confidentiality regarding all patient, staff and practice information. Patient information must only be accessed, used and disclosed in accordance with authorised duties, practice policies and applicable legislation.
The post-holder must comply with data protection and information governance requirements, maintain secure records and report any actual or suspected confidentiality or information security breaches promptly.
Quality and Continuous Improvement
The post-holder is expected to contribute to the continuous improvement of practice services by identifying opportunities to improve administrative processes, sharing good practice and supporting initiatives that enhance patient care.
They must follow practice policies and procedures and contribute to relevant audits, investigations and reviews as required.
Induction, Training and Development
The post-holder will complete the practice induction programme and all mandatory training relevant to their role.
They are expected to identify their learning needs, participate in training and development activities, maintain their knowledge and skills, and attend regular appraisals with their line manager.
Collaborative Working and Communication
The post-holder must work effectively with GPs, clinical staff, administrative colleagues, reception staff and external healthcare organisations.
They must communicate clearly and professionally, manage their time effectively, prioritise workload and use their initiative while recognising when advice or support is required.
Managing Information
The post-holder must use practice clinical systems and appropriate software to process, record and retrieve information accurately. Relevant clinical information must be coded using appropriate SNOMED CT codes in accordance with practice procedures and the level of training provided.
Service Delivery
The post-holder must comply with practice policies, procedures, protocols and relevant NHS guidance. They must support the effective delivery of services and adapt to changing operational requirements.
Security
The post-holder must follow practice security procedures, keep passwords and access codes confidential, secure sensitive information and report suspicious activity or security concerns to their line manager.
Professional Conduct and Appearance
The post-holder must maintain professional standards of conduct, dress appropriately for their role and treat patients, colleagues and visitors courteously and respectfully.
Leave
Annual leave and public holiday entitlement will be provided in accordance with the practice's employment policies and the terms of the employment contract, calculated on a pro-rata basis where applicable.
Primary Key Responsibilities
The following are the core responsibilities of the Medical Secretary:
Type letters, reports and associated documentation accurately and within appropriate timescales.
Process clinical correspondence and referrals, liaising with hospitals, community services and other healthcare professionals as necessary.
Manage incoming enquiries effectively and direct them to the appropriate person or service.
Maintain accurate referral records and monitor outstanding referrals where required.
Monitor and action incoming emails and correspondence in a timely manner.
Process patient calling and recall letters as requested.
Scan documents and attach them to the correct patient healthcare records.
Accurately enter relevant information and apply appropriate SNOMED CT clinical codes in accordance with practice procedures and training.
Process referrals using the NHS e-Referral Service (e-RS) and other relevant systems.
Process requests for information, including subject access requests, insurance and solicitor requests, and DVLA forms, in accordance with practice policies and applicable legislation.
Answer incoming telephone calls, deal with enquiries appropriately and transfer calls where necessary.
Manage administrative queries and ensure they are directed to the appropriate member of the team.
Conduct clinical system searches and extract information as requested and authorised.
Support clinical staff with general administrative duties as required.
Maintain an organised, clean and effective working area.
Manage and prioritise the secretarial workload independently, ensuring urgent tasks are identified and deadlines are met.
Maintain patient confidentiality and comply with information governance requirements at all times.
Follow practice policies and procedures relating to safeguarding adults and children, escalating concerns appropriately.
Complete all mandatory training and induction requirements.
Contribute to clinical governance, quality improvement and service development activities as required.
Attend an annual appraisal and participate in regular reviews of performance, training needs and objectives.
Undertake other reasonable duties appropriate to the role, depending on workload and staffing requirements.
Wider Responsibilities
In addition to the primary responsibilities, the Medical Secretary will:
Participate in local initiatives to improve service delivery and patient care.
Prepare meeting agendas and record minutes when required.
Provide reception cover during staff absences or periods of increased demand.
Support shared learning and the development of good practice across the team.
Undertake opening and closing procedures in accordance with the practice duty rota, where required.
Answer telephone calls, assist patients attending the surgery and support reception colleagues when necessary.
Provide Extended Access cover when required, which may include working between 6:30 pm and 8:00 pm on Mondays, Thursdays and Fridays.
Work additional hours when required, subject to the needs of the practice and applicable employment arrangements.
Demonstrate flexibility in supporting the wider team and maintaining continuity of service.
The post-holder may be required to undertake other reasonable duties commensurate with the role and level of responsibility.
Person Specification
Knowledge and skills
Essential
- - Excellent communication skills and effective in communicating and understanding patient needs.
- - Competent in the use of MS Office and Outlook.
- - Problem solver with the ability to process information accurately and effectively, interpreting data as required.
- - Ability to use own initiative, discretion, and sensitivity.
- - Understanding of clinical coding.
- - Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity.
- - Ability to work as a team member and autonomously.
- - Sensitive and empathetic in distressing situations.
- - Good organisational skills.
- - Clinical IT system user skills and the ability to record accurate notes.
- - Ability to effectively utilise resources.
- - Punctual and committed to supporting the team effort.
- - High levels of integrity and loyalty.
- - Clear, polite telephone manner.
- - Flexible and cooperative.
- - Motivated.
- - Understanding of safeguarding adults and children.
- - Knowledge of and ability to work to key policies and procedures.
Desirable
- - Chaperone procedure.
- - Demonstrate personal accountability, emotional resilience and the ability to work well under pressure.
Qualifications
Essential
- A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
Desirable
- Level 3 in Medical Terminology
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a healthcare setting as a medical secretary
Desirable
- Experience of working in a GP practice
Person Specification
Knowledge and skills
Essential
- - Excellent communication skills and effective in communicating and understanding patient needs.
- - Competent in the use of MS Office and Outlook.
- - Problem solver with the ability to process information accurately and effectively, interpreting data as required.
- - Ability to use own initiative, discretion, and sensitivity.
- - Understanding of clinical coding.
- - Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity.
- - Ability to work as a team member and autonomously.
- - Sensitive and empathetic in distressing situations.
- - Good organisational skills.
- - Clinical IT system user skills and the ability to record accurate notes.
- - Ability to effectively utilise resources.
- - Punctual and committed to supporting the team effort.
- - High levels of integrity and loyalty.
- - Clear, polite telephone manner.
- - Flexible and cooperative.
- - Motivated.
- - Understanding of safeguarding adults and children.
- - Knowledge of and ability to work to key policies and procedures.
Desirable
- - Chaperone procedure.
- - Demonstrate personal accountability, emotional resilience and the ability to work well under pressure.
Qualifications
Essential
- A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
Desirable
- Level 3 in Medical Terminology
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a healthcare setting as a medical secretary
Desirable
- Experience of working in a GP practice
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
Shah Zaman Surgery
Address
Castle Vale Primary Care Centre
70 Tangmere Drive
Birmingham
B35 7QX
United Kingdom
Employer's website
https://www.szsurgery.co.uk (Opens in a new tab)
Employer details
Employer name
Shah Zaman Surgery
Address
Castle Vale Primary Care Centre
70 Tangmere Drive
Birmingham
B35 7QX
United Kingdom
Employer's website
https://www.szsurgery.co.uk (Opens in a new tab)