Referrals Administrator / Secretary
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Thomas Walker Westgate Healthcare Referrals Administrator / Secretary
The closing date is 21 November 2026
Job summary
An exciting opportunity has arisen within the secretarial team at Thomas Walker Westgate Healthcare. We are looking for a dynamic and enthusiastic individual to join our existing team in supporting our consultant team to deliver excellent patient care.
The post holder will provide comprehensive, highly efficient administration support to the secretarial team, which will include letters for Clinicians, email monitoring, referrals administration, dealing with internal and external queries, diary management and other administrative duties.
Ideally we are looking for a candidate to work Monday - Friday 8am - 4pm however will consider part time hours for the right candidate
Main duties of the job
- Processing referrals, reports (insurance, government and solicitors) and letters.
- Dealing with telephone enquiries regarding referral letters (secretaries, hospitals, patients and outside agencies.
- Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
- Produce referrals using the e-RS electronic referral system and paper referrals when applicable, including processing of 2 Week Wait referral (2WW) within the required time frame.
- Audio typing
- Processing patient letter requests (fee paying).
- Assist the clinical team with guidance of referrals if needed.
- Contacting the hospital/s with queries.
- File and store records as required.
- Photocopy documentation as required.
- Input data into the patients healthcare records as necessary.
- Manage all administrative queries as necessary.
- Carry out system searches as requested.
- Produce meeting agendas and recording of the minutes (if needed).
- Maintain a clean, tidy, effective working area at all times.
About us
Thomas Walker Westgate Healthcare are a 24,000+ patient Practice and therefore one of Peterborough's largest practices and member of Peterborough and East PCN. We are looking for candidates, who will enjoy working in a supportive team looking after a diverse population of patients.
We are a dynamic, forward thinking practice based within the city of Peterborough, and an experienced and welcoming team of staff. Recognised as a training practice, we currently have 3 Registrars and additionally host Cambridge Medical Students. We have an excellent approach to working in partnership with our teams and have a flexible approach to all that we do. We are keen to ensure the continued long term delivery of excellent primary care to our local community.
Benefits:
Free Parking
Access to NHS Discounts
Employee Recognition Rewards
Eye test vouchers
Staff Training Programme
NHS Pension Scheme
Monthly Team Meetings
Free Tea & Coffee
NHS Continuous Service holiday entitlement honoured *
We are committed to safeguarding and protecting the people we care for, creating a setting in which everyone feels welcome and safe. All posts are subject to a safer recruitment process which includes the disclosure of criminal records and barring checks, scrutiny of employment history, robust referencing and other vetting checks.
(*providing proof of continuous service is shown and that employment and employment dates meet the criteria)
Details
Date posted
05 November 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time, Part-time
Reference number
A5113-26-0012
Job locations
Princes Street
Peterborough
PE1 2QP
United Kingdom
Job description
Job responsibilities
Job Responsibilities:
Processing referrals, reports (insurance, government and solicitors) and letters.
Dealing with telephone enquiries regarding referral letters (secretaries, hospitals, patients and outside agencies.
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
Produce referrals using the e-RS electronic referral system and paper referrals when applicable, including processing of 2 Week Wait referral (2WW) within the required time frame.
Audio typing
Processing patient letter requests (fee paying).
Assist the clinical team with guidance of referrals if needed.
Contacting the hospital/s with queries.
File and store records as required.
Photocopy documentation as required.
Input data into the patients healthcare records as necessary.
Manage all administrative queries as necessary.
Carry out system searches as requested.
Produce meeting agendas and recording of the minutes (if needed).
Maintain a clean, tidy, effective working area at all times.
Confidentiality:
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety policy, the Practice Health & Safety manual, and the Practice Infection Control Policy and published procedures. This will include:
Using personal security systems within the workplace according to Practice guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Actively reporting of health and safety hazards and infection hazards immediately when recognised.
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of standards of cleanliness consistent with the scope of the post-holders role.
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality & Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members, patients, carers and any third party companies with whom we work.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Any Other Duties:
Any other duties as may be determined by the Practice management team and Partners.
Job description
Job responsibilities
Job Responsibilities:
Processing referrals, reports (insurance, government and solicitors) and letters.
Dealing with telephone enquiries regarding referral letters (secretaries, hospitals, patients and outside agencies.
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
Produce referrals using the e-RS electronic referral system and paper referrals when applicable, including processing of 2 Week Wait referral (2WW) within the required time frame.
Audio typing
Processing patient letter requests (fee paying).
Assist the clinical team with guidance of referrals if needed.
Contacting the hospital/s with queries.
File and store records as required.
Photocopy documentation as required.
Input data into the patients healthcare records as necessary.
Manage all administrative queries as necessary.
Carry out system searches as requested.
Produce meeting agendas and recording of the minutes (if needed).
Maintain a clean, tidy, effective working area at all times.
Confidentiality:
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety policy, the Practice Health & Safety manual, and the Practice Infection Control Policy and published procedures. This will include:
Using personal security systems within the workplace according to Practice guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Actively reporting of health and safety hazards and infection hazards immediately when recognised.
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of standards of cleanliness consistent with the scope of the post-holders role.
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality & Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members, patients, carers and any third party companies with whom we work.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Any Other Duties:
Any other duties as may be determined by the Practice management team and Partners.
Person Specification
Experience
Essential
- Worked within General practice or a health related discipline
- At least one years experience of administrative duties related to a medical Secretary/ referrals Administrator role
- Experience of answering telephone calls in a health related environment
- Experience of working as part of a team
Desirable
- Minimum of 6 months working directly with members of the public in an NHS environment
Qualifications
Essential
- GCSE grade A to C ( 9-4 ) in English and Maths
Experience
Essential
- Worked within General practice or a health related discipline
- At least one years experience of administrative duties related to a medical Secretary/ referrals Administrator role
- Experience of answering telephone calls in a health related environment
- Experience of working as part of a team
Desirable
- Minimum of 6 months working directly with members of the public in an NHS environment
Qualifications
Essential
- GCSE grade A to C ( 9-4 ) in English and Maths
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
Thomas Walker Westgate Healthcare
Address
Princes Street
Peterborough
PE1 2QP
United Kingdom
Employer's website
https://www.twwhealthcare.co.uk (Opens in a new tab)
Employer details
Employer name
Thomas Walker Westgate Healthcare
Address
Princes Street
Peterborough
PE1 2QP
United Kingdom
Employer's website
https://www.twwhealthcare.co.uk (Opens in a new tab)
Employer contact details
For questions about the job, contact:
HR Officer
Sarah Edwards
Details
Date posted
05 November 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time, Part-time
Reference number
A5113-26-0012
Job locations
Princes Street
Peterborough
PE1 2QP
United Kingdom
Privacy notice
Thomas Walker Westgate Healthcare's privacy notice (opens in a new tab)
Support links
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