Medical Secretary - Guiseley and Yeadon Medical Practice

Posting date:	06 March 2026
Salary:	£13.50 per hour
Additional salary information:	£13.50 an hour
Hours:	Full time
Closing date:	17 March 2026
Location:	Leeds, LS209HE
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A3532-26-0002

Summary

20-37.5 hours per week working for Guiseley and Yeadon Medical Practice. This practice currently comes under the umbrella of Aire Valley Surgery. Principal Duties 1. Working in a team, act as secretary to a number of General Practitioners, Advanced Nurse Practitioner, Physicians Associates and trainees. To provide a full secretarial service to those doctors including requesting additional information when needed, signposting and advising on changes to pathways. 2. Processing referrals - actioning tasks, notifications, requests received on accurx and other messages within Systmone, Chasing up Referrals from Doctors or with Consultants Secretaries where appropriate. 3. Using transcribing equipment including digital dictation, software including Teams, Teamnet, accurx, IGPR, email and e-referrals to process patient referrals for Health and Social Care Services. 4. To use standard referral forms, letters, phone calls and any other reasonably means requested by the doctors. 5. Prioritise urgent referrals as required under 2 week wait rule. This includes prioritising referrals marked as urgent and/or acute. 6. Creating or processing Choose and Book Referrals and e-referrals, including booking direct appointments where appropriate and investigating existing pathways and other options 7. Typing miscellaneous letters and medical reports as requested by the doctors 8. Working the relevant Choose and Book Work lists on a daily or monthly basis as required according to work list activity: 9. Outstanding Referral Letters checked periodically each day to identify incomplete referrals and ensure that letters are typed and attached to UBRNs by the due date. Referrer Action Required checked each day to identify any newly cancelled or rejected UBRNs, investigated and actioned that same day. Awaiting Booking/Acceptance checked once a month to identify any outstanding UBRNs of 3 months of age, investigated why they remain unappointed and actioned accordingly. 10. Providing Secretarial Support to the Senior Management Team as appropriate; Including requests made by the Managers, Partners and Practice Nurses; 11. Typing minutes from meetings ad hoc HR meetings when required. 12. Preparation of posters, documents, etc 13. Deal with Health & Social Care Enquiries - telephone, face to face, email, and postal from patients regarding the progress of referrals and take action to follow up, help and signpost as appropriate/ necessary. 14. Provision of medical information to Health & Social Care Organisations as requested by Doctors, Nurses & attached staff as appropriate. 15. General Office Administration Duties scanning, photocopying, stationery orders, post runs etc as required. 16. Arrange the despatch of royal mail and shuttle post from the Secretarial Team office on a daily basis. 17. Ensure that an adequate supply of postage stamps is maintained and stocks are reported at year end. 18. Organise the stationery supplies of letter head, compliment slips etc 19. Organise Referral labels & envelopes; making sure supplies are up to date 20. Photocopying; of patient notes, medical letters and referral forms as appropriate to the needs of the doctors. 21. Filing of patient notes and associated medical letters as if having needed to access them for the purposes of the Secretarial Team. Operating Secretarial processes 22. Operating the existing Secretarial processes, and suggesting changes and developments to these as appropriate. The patient death notification process The Out of Hours Palliative Care forms Keeping the Secretarial databases up to date, accurate and relevant Using the internal software systems and email to be able to identify and research new information, and find the answers to questions Working as a team 23. The Medical Secretary is expected to provide full Secretarial support to the whole practice by supporting the rest of the Secretarial Team during times of high demand. 24. This includes working for the other doctors and Nurses as appropriate when either the volume of work is high, or when the Receptionists, recall team or scanning team are exceptionally short staffed due to unexpected absences. 25. The Secretarial Team forms part of the Administration Team of the practice. The post holder is expected to train to be able to cover in the absence of any/all of the other colleagues within the Administration Team, and to step in to cover this if necessary. Other relevant information The post holder is expected to always maintain strict confidentiality and is expected to deal with all personnel, patients and their families with discretion and courtesy. The post holder may occasionally be expected to work flexible hours of duty within reasonable bounds. The Data Protection Act 1984 requires that personal computer data not be negligently or unlawfully handled, nor disclosed to unauthorised persons. This job description is a guide only and is subject to regular review according to the needs of the service and in terms of providing full cover in the absence of the Practice Manager. Competence At no time should the post holder work outside their defined level of competence. If there are concerns regarding this, the post holder should immediately discuss them with their manager/supervisor. Supervision Where the appropriate professional organisation details a requirement in relation to supervision, it is the responsibility of the post holder to ensure compliance with this requirement. If employees are in any doubt about the existence of such a requirement they should speak to their Manager. Risk Management It is a standard element of the role and responsibility of all staff of the practice that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards. Records Management As an employee of Guiseley and Yeadon Medical Practice, the post holder is legally responsible for all records that they gather, create or use as part of their work within the practice (including patient health, financial, personal and administrative), whether paper based or on computer. All such records are considered public records, and the post holder has a legal duty of confidence to service users (even after an employee has left the practice). The Post holder should consult their manager if they have any doubt as to the correct management of records with which they work. Health and Safety Requirements All employees of the practice have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. The post holder is required to co-operate with management to enable the practice to meet its own legal duties and to report any hazardous situations or defective equipment. The post holder must adhere to Guiseley and Yeadon's risk management, health and safety and associated policies. Flexibility Statement The duties of the post are outlined in this job description and person specification and may be changed by mutual agreement from time to time. Confidentiality The post holder must at all times be aware of the importance of maintaining confidentiality and security of information gained during the course of their duties. This will in many cases include access to personal information relating to service users. The post holder must treat all information whether corporate, staff or patient information in a discreet and confidential manner in accordance with the provisions of the data protection act 1998 and organisational policy. Promoting Diversity and Dignity at Work: Guiseley and Yeadon Medical Practice is committed to promoting diversity in employment and dignity at work. It recognises that discrimination and harassment is unacceptable and that it is in the best interests of the practice and the population it serves to utilise the skills of the total workforce. The post holder must comply with and adhere to the equal opportunities and dignity at work policies.