Medical Secretary Lead

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Fremington Medical Centre Medical Secretary Lead

The closing date is 11 September 2026

Apply for this job

Job summary

An exciting opportunity has arisen for a motivated individual to join our team as a Secretaries Lead. We are looking for an enthusiastic person to join our small, friendly team to provide an efficient administrative service to our clinicians. You will work alongside the existing secretarial team to provide comprehensive, efficient typing and administration duties. You will need to be a highly motivated and flexible team player with excellent organisational and communication skills. The ability to work under pressure and effectively prioritise your own workload is essential. You must have the ability to multi-task and work in a busy, ever-changing environment. You will be able to work on your own initiative as well as within a team, with well-developed communication and interpersonal skills.

24 hours per week:

Tuesday 12.30pm 6.00pm

Wednesday 11.00am 6.00pm

Thursday 12.00pm 6.00pm

Friday 12.30pm 6.00pm

with additional hours/days to cover sickness/annual leave as required.

Main duties of the job

The purpose of the role is to:

A Leadership role covering all secretarial aspects for Fremington Medical Centre. You will lead the secretarial team ensuring there is always secretarial services to the practice and that the team is up to date with latest guidance. This includes conducting appraisals and team meetings.

Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

Process hospital documents to ensure they are coded correctly on patients records

You will also be required to process incoming letters received and liaise with other departments and the GPs to ensure the necessary action for these documents are dealt with correctly

About us

Fremington Medical Centre is a friendly General Practice currently serving over 7800 patients within a practice boundary that sits between the Taw and Torridge rivers. Our aim is always to provide high quality medical care in a safe and friendly environment which is easily accessible to all.

Our staff are a close-knit multidisciplinary team and we work with an open, inclusive and patient-centered ethos. The practice is currently undergoing a lot of exciting changes including new patient contact and appointment systems, building works to modernise and improve/increase our clinical and administrative spaces, increased involvement with clinical education and training, as well as primary care research and participation in the ever-expanding local Primary Care Network

Details

Date posted

17 August 2026

Pay scheme

Other

Salary

£13.30 an hour With a review after probation

Contract

Permanent

Working pattern

Part-time

Reference number

A2036-26-0004

Job locations

11-13 Beards Road

Fremington

Barnstaple

Devon

EX31 2PG

United Kingdom

Job description

Job responsibilities

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the practice reception and administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the team leader/Practice Manager, dependent on current and evolving practice workload and staffing levels:

• Management and leadership of the Secretarial teams; including appraisals and team meetings.
• To provide an efficient copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc in an accurate and quality manner.
• Use of the Electronic Referral system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient.
• To assist the management team with clerical and administrative duties.
• Establish and maintain administrative systems so that written or computer information is easily accessible and secure.
• To provide cover for members of the secretarial team during periods of sickness and annual leave.
• In liaison with the staff member responsible, maintain adequate supplies of office stationery to be able to perform your secretarial duties.
• To facilitate and complete all admin for the GSF, Frailty and Community monthly meetings.
• The efficient processing of referral letters and medical reports in line with the Access to Medical Records Act.
• Maintenance of the insurance tracker; where payments are invoiced and received for non-NHS services undertaken by the Practice.
• Supporting the Surgery in always maintaining CQC compliance.
• To disseminate information to the whole practice team in relation to any agreed system changes.
• Develop, implement, and embed efficient administrative processes and procedures (SOPs). Ensuring all procedures are fully documented and up to date. Reviewing all procedures on at least an annual basis and updating as required.
• To provide support advice and training for current and new practice staff in the use of the clinical system.
• Foster an environment within the team that supports staff development and encourages ideas and takes account of staff opinions.
• Encourage and develop teamwork within the practice.
• Answer ex-directory telephone requests; ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Complete the patient death process as per the SOP
• Deal with and process internal tasks that are assigned to the team task box
• Change back up tape daily
• Manage pathology links daily.
• Monitor the practice email and direct to the most appropriate member of staff and send any emails and attachments to our AI coding software
• And any other duties as required by the line manager and the Practice Manager.

Job description

Job responsibilities

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the practice reception and administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the team leader/Practice Manager, dependent on current and evolving practice workload and staffing levels:

• Management and leadership of the Secretarial teams; including appraisals and team meetings.
• To provide an efficient copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc in an accurate and quality manner.
• Use of the Electronic Referral system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient.
• To assist the management team with clerical and administrative duties.
• Establish and maintain administrative systems so that written or computer information is easily accessible and secure.
• To provide cover for members of the secretarial team during periods of sickness and annual leave.
• In liaison with the staff member responsible, maintain adequate supplies of office stationery to be able to perform your secretarial duties.
• To facilitate and complete all admin for the GSF, Frailty and Community monthly meetings.
• The efficient processing of referral letters and medical reports in line with the Access to Medical Records Act.
• Maintenance of the insurance tracker; where payments are invoiced and received for non-NHS services undertaken by the Practice.
• Supporting the Surgery in always maintaining CQC compliance.
• To disseminate information to the whole practice team in relation to any agreed system changes.
• Develop, implement, and embed efficient administrative processes and procedures (SOPs). Ensuring all procedures are fully documented and up to date. Reviewing all procedures on at least an annual basis and updating as required.
• To provide support advice and training for current and new practice staff in the use of the clinical system.
• Foster an environment within the team that supports staff development and encourages ideas and takes account of staff opinions.
• Encourage and develop teamwork within the practice.
• Answer ex-directory telephone requests; ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Complete the patient death process as per the SOP
• Deal with and process internal tasks that are assigned to the team task box
• Change back up tape daily
• Manage pathology links daily.
• Monitor the practice email and direct to the most appropriate member of staff and send any emails and attachments to our AI coding software
• And any other duties as required by the line manager and the Practice Manager.

Person Specification

Qualifications

Essential

• Educated to GCSE Level or equivalent

Experience

Essential

• Experience of working with the public
• Experience of administrative duties
• Experience in a Medical Secretary role
• Experience of using referral routes

Desirable

• Experience of working in a health care setting /
• primary care
• Experience of clinical administration eg: scanning
• hospital documents

Other Requirements

Essential

• Flexibility to work outside of core office hours
• DBS

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Ability to prioritise and manage workload
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Experience of using S1 and running reports
• Representing organisations at meetings
• Ability to take clear and concise minutes of meetings

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Desirable

• Forward thinker

Person Specification

Qualifications

Essential

• Educated to GCSE Level or equivalent

Experience

Essential

• Experience of working with the public
• Experience of administrative duties
• Experience in a Medical Secretary role
• Experience of using referral routes

Desirable

• Experience of working in a health care setting /
• primary care
• Experience of clinical administration eg: scanning
• hospital documents

Other Requirements

Essential

• Flexibility to work outside of core office hours
• DBS

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Ability to prioritise and manage workload
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Experience of using S1 and running reports
• Representing organisations at meetings
• Ability to take clear and concise minutes of meetings

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Desirable

• Forward thinker

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

Fremington Medical Centre

Address

11-13 Beards Road

Fremington

Barnstaple

Devon

EX31 2PG

United Kingdom

Employer's website

https://www.fremington.org/ (Opens in a new tab)

Employer details

Employer name

Fremington Medical Centre

Address

11-13 Beards Road

Fremington

Barnstaple

Devon

EX31 2PG

United Kingdom

Employer's website

https://www.fremington.org/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Kate Graddock

[email protected]

Details

Date posted

17 August 2026

Pay scheme

Other

Salary

£13.30 an hour With a review after probation

Contract

Permanent

Working pattern

Part-time

Reference number

A2036-26-0004

Job locations

11-13 Beards Road

Fremington

Barnstaple

Devon

EX31 2PG

United Kingdom

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