• Job Description

  Req#: A2505-25-0006?language=en&page=973&sort=publicationDateDesc

  Job summary

  To provide comprehensive secretarial and administrative support to the GP Partners, salaried GPs and the Practice Manager.

  PLEASE NOTE: This is a full time role.

  Main duties of the job

  Knowledge, Skills and Experience

  • The post-holder ideally should have experience as a secretary.
  • Experience in administration in non-medical fields will also be considered.
  • Excellent word processing and audio typing skills are essential.
  • The ability to communicate well with people at all levels is important; the post-holder will be expected to use his/her initiative
  • Good time management skills and ability to prioritise workload
  • Ability to multi task using different IT systems and processes
  • Willingness to learn new systems and be confident in their use
  • Sound knowledge of medical terminology is preferable but not necessary
  • Good IT skills and knowledge of Practice systems, preferably EMIS, DOCMAN and ERS
  • Ability to work as part of a team and develop with the needs of the team

  About us

  Grove Medical Centre is a GP practice located in a residential area of Egham. The practice provides GP services to 15,500 patients.

  Services are provided from one location:

  Grove Medical Centre - The Grove, Church Road, Egham, Surrey TW20 9QN.

  There is a team of 3 GP partners, 5 salaried GPs (male and female). The practice is also a training practice for doctors.

  Training practices help qualified doctors, known as registrars, complete the final stages of their GP training. The practice also provides training for nurses and paramedic practitioners.

  The practice has a team of 3 nurses who provide nurse-led clinics and 3 healthcare assistants. The practice is supported by 4 clinical pharmacists and a Physician Associate who were employed by the Primary Care Network SASSE 2. GPs and nurses are supported by the practice manager, operations manager, team leaders and a team of reception, administration staff and care coordinators.

  Grove Medical Centre is open 8am to 6.30pm Monday to Friday. The practice is part of a hub of GP practices which provides extended access appointments for patients during the week until 8pm and at weekends. Patients are able to access Out of Hours services through NHS 111.

  Details

  Date posted

  13 June 2025

  Pay scheme

  Other

  Salary

  £13 to £13.50 an hour Depending on experience

  Contract

  Permanent

  Working pattern

  Full-time

  Reference number

  A2505-25-0006

  Job locations

  The Grove

  Church Road

  Egham

  Surrey

  TW20 9QN

  
  

  Job description

  Job responsibilities

  To produce an efficient and accurate patient documentation. This includes producing referral letters and external organisation documentation.

  To generate referral forms and identify the correct form to be used for each service.

  To gain and utilise good knowledge of referral pathways and be up to date with changes in pathways.

  To gain and use an extensive knowledge base of secondary and community care providers.

  To assist with any patient queries and arrange private medicals and referrals.

  To ensure all referrals and patient contacts are accurately recorded on the practice clinical system (EMIS Web).

  To be responsible for the timely monitoring and management of referrals using approved pathways.

  To manage the e-Referral system, which includes generating e-Referrals as required by the clinicians, managing work lists and assisting patients with enquiries regarding their e-Referral booking. This includes Sending out routine, private, urgent and Two week rule referrals.

  To manage Advice and Guidance queries and feedback to the referring clinician.

  To manage written requests from outside agencies, ensuring that patient confidentiality is upheld at all times with correct and current patient consent.

  To manage the process regarding deceased patients, including communication with medical examiners, coroners and other external agencies.

  To deal with telephone queries from healthcare professionals, solicitors, DVLA and other government agencies. This is not an exhaustive list.

  To ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

  To assist patients with problems presented either in writing or by contact with the surgery or through their own GP and escalate to the manager, where needed.

  To ensure that all private services are invoiced, whilst acknowledging and checking patients health circumstances

  To update patients medical records from post/Docman.

  To complete all tasks related to patient records (summarising, deductions, notice of change forms, consent forms) on EMIS, Docman and any other systems.

  To assist with inbound document coding.

  To be aware of the current legislation and legal implications of requests for disclosure of patient data/information and to be sensitive to patient wishes.

  To arrange and attend Practice meetings and take accurate notes. These meetings include palliative care and clinical meetings.

  To carry on administrative tasks as requested by the Practice Manager or Operations Manager.

  To cover ad hoc projects.

  To acknowledge limitations in completing certain tasks and request support from senior staff members.

  Job description

  Job responsibilities

  To produce an efficient and accurate patient documentation. This includes producing referral letters and external organisation documentation.

  To generate referral forms and identify the correct form to be used for each service.

  To gain and utilise good knowledge of referral pathways and be up to date with changes in pathways.

  To gain and use an extensive knowledge base of secondary and community care providers.

  To assist with any patient queries and arrange private medicals and referrals.

  To ensure all referrals and patient contacts are accurately recorded on the practice clinical system (EMIS Web).

  To be responsible for the timely monitoring and management of referrals using approved pathways.

  To manage the e-Referral system, which includes generating e-Referrals as required by the clinicians, managing work lists and assisting patients with enquiries regarding their e-Referral booking. This includes Sending out routine, private, urgent and Two week rule referrals.

  To manage Advice and Guidance queries and feedback to the referring clinician.

  To manage written requests from outside agencies, ensuring that patient confidentiality is upheld at all times with correct and current patient consent.

  To manage the process regarding deceased patients, including communication with medical examiners, coroners and other external agencies.

  To deal with telephone queries from healthcare professionals, solicitors, DVLA and other government agencies. This is not an exhaustive list.

  To ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

  To assist patients with problems presented either in writing or by contact with the surgery or through their own GP and escalate to the manager, where needed.

  To ensure that all private services are invoiced, whilst acknowledging and checking patients health circumstances

  To update patients medical records from post/Docman.

  To complete all tasks related to patient records (summarising, deductions, notice of change forms, consent forms) on EMIS, Docman and any other systems.

  To assist with inbound document coding.

  To be aware of the current legislation and legal implications of requests for disclosure of patient data/information and to be sensitive to patient wishes.

  To arrange and attend Practice meetings and take accurate notes. These meetings include palliative care and clinical meetings.

  To carry on administrative tasks as requested by the Practice Manager or Operations Manager.

  To cover ad hoc projects.

  To acknowledge limitations in completing certain tasks and request support from senior staff members.

  Person Specification

  Experience

  Essential

  • Experience as a secretary.
  • Experience of working in a healthcare setting, preferably in primary care.
  • Experience of working through multiple systems at the same time in a time-efficient manner.
  • Advanced experience of using word, excel and PowerPoint including ability to use word processing skills, emails and the internet to create simple plans and reports

  Desirable

  • Experience of working with healthcare professionals and or previous experience in the NHS.
  • Experience of working in an non-medical secretarial role or in a PA role.
  • Customer service experience.

  Person Specification

  Experience

  Essential

  • Experience as a secretary.
  • Experience of working in a healthcare setting, preferably in primary care.
  • Experience of working through multiple systems at the same time in a time-efficient manner.
  • Advanced experience of using word, excel and PowerPoint including ability to use word processing skills, emails and the internet to create simple plans and reports

  Desirable

  • Experience of working with healthcare professionals and or previous experience in the NHS.
  • Experience of working in an non-medical secretarial role or in a PA role.
  • Customer service experience.

  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

  The Grove Medical Centre

  Address

  The Grove

  Church Road

  Egham

  Surrey

  TW20 9QN

  
  

  Employer's website

  https://thegrovemc-egham.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  The Grove Medical Centre

  Address

  The Grove

  Church Road

  Egham

  Surrey

  TW20 9QN

  
  

  Employer's website

  https://thegrovemc-egham.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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