Medical Secretary

Posting date:	07 July 2025
Salary:	£23,874.98 to £24,671.79 per year
Additional salary information:	£23874.98 - £24671.79 a year
Hours:	Full time
Closing date:	18 July 2025
Location:	Sheffield, S7 1NF
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A3466-25-0049

Summary

Job Title: Medical Secretary/Administrator Accountable to: Patient Liaison Lead Job Purpose To provide comprehensive, high quality medical secretarial and administrative support to City and Primary Care Sheffield GP Practices management, clinical and administrative teams. General Requirements When required act flexibly within your role, which may include extended working days and working at alternate sites. This will be in consultation with your line manager in line with PCS policies. The post holder will be managed by the Support Manager but will be expected to act independently exercising sound judgement to support others in the team. The post holder will act autonomously up to the level of seniority of role, seeking advice when necessary. The post holder will have regular 1:1s with line mangers to support ongoing development and review performance. Principal Duties To provide a full confidential secretarial service to the clinical and management/admin teams, using both audio/copy typing. To include medical referral typing, including the production of high quality, accurate and timely correspondence, letters and reports. To receive, screen and make telephone calls, including dealing with general enquiries from outside sources, resolving enquiries when possible, taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken. Use of appropriate referral software, digital dictation system, report redaction and preparation of medical report software. Support Clinical meetings by minute taking and sharing appropriately. Monitor and action group shared emails accounts as well as own work email account. Manage ERS and CASES workload lists. Understand and maintain confidentiality at all times. Process, record and follow up all patient information and ensure accurate recording of patient demographics, including actions required in relation to new baby registrations. Process and follow up external requests for medical reports/opinion. Record information electronically, using medical templates for insurance, solicitors and government forms on the appropriate databases and record payments received. Act upon and process requests from patients requesting processing of applications e.g. passports and HGV applications. Process and acknowledge receipt of monies from patients when necessary. To acquire and develop new skills as and when required ensuring consistency when dealing with and updating practices and procedures. To be responsible for continuing personal development in line with PCS policies. Support PCS secretarial practice group by providing administrative/secretarial cover in the absence of colleagues, to ensure an effective administrative service is maintained. Communication The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly. Service Development Assist in development of practice policies and procedures. The post holder should be comfortable in the use of computer technology, have basic keyboard skills and have the ability to use email. All employees are expected to observe the following: Equal Opportunities and Dignity at work Statement of Intent Primary Care Sheffield is a major employer and provider of services. We are committed to building a workforce which reflects the diversity of and meets the needs of the local community. We oppose all forms of discrimination on legal and moral grounds, and recognise that discrimination creates barriers to achieving equality for everyone. Primary Care Sheffield is committed to making equality of opportunity and fair treatment a reality whereby an individual can seek, obtain and continue employment without unfair discrimination. As an equal opportunities employer, we will ensure that all job applicants and employees receive fair and equal treatment and will not be disadvantaged by unjustified conditions or requirements. Primary Care Sheffield Equal Opportunities and Dignity at Work Policy underpins our commitment to achieve equality and fairness at work and to ensure that individuals or groups are not unfairly discriminated against. Safeguarding Children and Adults The Trust is committed to safeguarding and promoting the welfare of children, young people (anyone under the age of 18) and adults. It expects all staff, volunteers and contracted staff to share this commitment and act in such a way that safeguards and promotes the health and wellbeing of children, young people and adults. Staff must ensure that they are familiar with the signs and symptoms of abuse and know what to do if any such concerns are raised. Staff are expected to know about and follow Primary Care Sheffield safeguarding children and safeguarding adult policies which can be found on the intranet and participate in related mandatory/statutory training. Risk Management Staff should be aware of the principles of risk management and adopt appropriate practice to reduce the risk to themselves and others. In particular, staff should observe Primary Care Sheffield Risk Management Strategy, Risk, Incident & Serious Incident reporting and management policies, Health & Safety regulations and the risk management training requirements for all staff. Infection Prevention & Control Staff are expected to comply with Primary Care Sheffields Infection Prevention & Control policies and conduct themselves in such a manner as to minimise the risk of causing healthcare associated infections. Health & Safety The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Health & Safety Policy, reporting any risks identified.