• Job Description

  Req#: B0082-25-0049?language=en&page=92&sort=publicationDateDesc

  Job summary

  Invicta Health has an exciting opportunity for a Medical Secretary to join the team on a full time / part time basis.

  We reserve the right to close this vacancy early if we receive sufficient applications for the role.

  Main duties of the job

  As a Medical Secretary, you will provide an important role in supporting the practice team with the day to day running of the practice by undertaking a variety of administrative and secretarial services for the Practice Manager, GPs and Healthcare Professionals.

  About us

  Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

  We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

  What perks can we offer you?

  • NHS Pension
  • Learning and Development opportunities
  • Progression opportunities
  • Competitive annual leave entitlement
  • Incremental pay progression
  • Flexible working
  • Approved blue light card provider
  • Salary Sacrifice Schemes
  • Car Lease Scheme
  • Employee Assistance Programme

  Details

  Date posted

  09 May 2025

  Pay scheme

  Other

  Salary

  £12.34 to £12.65 an hour

  Contract

  Permanent

  Working pattern

  Full-time, Part-time

  Reference number

  B0082-25-0049

  Job locations

  Birchington Medical Centre

  Minnis Road

  Birchington

  Kent

  CT7 9HQ

  
  

  Job description

  Job responsibilities

  Appointments and Referrals

  Use the E-referral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send out relevant documentation to the patient.

  Work to successfully action ERS tasks relating to any changes made to referrals and effectively manage rejected referrals.

  Generate, log, track and chase fast track referrals including Cancer referrals.

  Support the practice with patients clinical queries relating to referrals where appropriate.

  Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.

  Data Handling

  To action all subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system in a timely manner.

  Processing and handling of Death Certificates and Cremation Forms. Liaising with coroners, medical examiners and GPs to ensure timely issue and preparing invoices for the appropriate fee where required.

  To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure.

  To retrieve medical records and assist in the completion of medical/insurance records.

  Source and chase patient blood results from third party practices and code them on the patients medical file where appropriate.

  Obtain and file patient records and correspondence in patient medical records where required.

  Communication

  To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

  Monitor the Medical Secretary email account and action any requests and raising any urgent enquiries to your line manager where relevant.

  Miscellaneous

  Assist the practice manager with all clerical and administrative duties.

  Support GP/Nurses with administration tasks when requested for example, Dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.

  Attend clinical and management meetings and take minutes when requested.

  Cover the work of other colleagues within the Clinical Administration team when requested.

  General Duties

  To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.

  To contribute to the development of services, including processes, templates and principles.

  To treat all members of the public with respect and not to discriminate on the grounds of age, disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, or pregnancy and maternity or any other issue.

  To ensure that Health and Safety guidelines are observed at all times and alert management to any concerns raised by staff or members of the public.

  To be aware of guidelines relating to the safeguarding of children and vulnerable adults.

  To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.

  To take part in any statutory and mandatory training or other training and development programmes as requested.

  Any other reasonable duties as directed by your line manager.

  Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.

  Full terms and conditions of employment will be issued if an offer of employment is made.

  Job description

  Job responsibilities

  Appointments and Referrals

  Use the E-referral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send out relevant documentation to the patient.

  Work to successfully action ERS tasks relating to any changes made to referrals and effectively manage rejected referrals.

  Generate, log, track and chase fast track referrals including Cancer referrals.

  Support the practice with patients clinical queries relating to referrals where appropriate.

  Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.

  Data Handling

  To action all subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system in a timely manner.

  Processing and handling of Death Certificates and Cremation Forms. Liaising with coroners, medical examiners and GPs to ensure timely issue and preparing invoices for the appropriate fee where required.

  To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure.

  To retrieve medical records and assist in the completion of medical/insurance records.

  Source and chase patient blood results from third party practices and code them on the patients medical file where appropriate.

  Obtain and file patient records and correspondence in patient medical records where required.

  Communication

  To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

  Monitor the Medical Secretary email account and action any requests and raising any urgent enquiries to your line manager where relevant.

  Miscellaneous

  Assist the practice manager with all clerical and administrative duties.

  Support GP/Nurses with administration tasks when requested for example, Dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.

  Attend clinical and management meetings and take minutes when requested.

  Cover the work of other colleagues within the Clinical Administration team when requested.

  General Duties

  To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.

  To contribute to the development of services, including processes, templates and principles.

  To treat all members of the public with respect and not to discriminate on the grounds of age, disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, or pregnancy and maternity or any other issue.

  To ensure that Health and Safety guidelines are observed at all times and alert management to any concerns raised by staff or members of the public.

  To be aware of guidelines relating to the safeguarding of children and vulnerable adults.

  To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.

  To take part in any statutory and mandatory training or other training and development programmes as requested.

  Any other reasonable duties as directed by your line manager.

  Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.

  Full terms and conditions of employment will be issued if an offer of employment is made.

  Person Specification

  Key skills

  Essential

  • Able to communicate effectively and collaboratively across varied disciplines.
  • Able to work in a well-organised and professional manner, maintaining concentration and accuracy
  • Able to manage conflicting priorities
  • Possess an aptitude for dealing with potentially difficult or demanding situations.
  • Good telephone manner

  Qualifications

  Essential

  • Good level of education including competent levels of numeracy and literacy

  Desirable

  • AMSPAR qualification

  Personal Attributes

  Essential

  • Willingness to learn and adapt to change
  • Highly customer focused
  • Understanding and approachable
  • Strives for excellence
  • Honest and fair
  • Leads by example
  • Positive can do attitude

  Experience

  Essential

  • Understand the importance of maintaining patient and data confidentiality.
  • Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
  • Experience of setting up and maintaining effective administrative filling systems
  • Experience of work involving regular and accurate data inputting
  • Experience of working with EMIS and DOCMAN
  • Experience of working with Microsoft packages including, word, excel and power point
  • Knowledge and understanding of the National Health Service

  Desirable

  • Knowledge of office management systems and procedures
  • Previous administration experience within a medical environment

  Person Specification

  Key skills

  Essential

  • Able to communicate effectively and collaboratively across varied disciplines.
  • Able to work in a well-organised and professional manner, maintaining concentration and accuracy
  • Able to manage conflicting priorities
  • Possess an aptitude for dealing with potentially difficult or demanding situations.
  • Good telephone manner

  Qualifications

  Essential

  • Good level of education including competent levels of numeracy and literacy

  Desirable

  • AMSPAR qualification

  Personal Attributes

  Essential

  • Willingness to learn and adapt to change
  • Highly customer focused
  • Understanding and approachable
  • Strives for excellence
  • Honest and fair
  • Leads by example
  • Positive can do attitude

  Experience

  Essential

  • Understand the importance of maintaining patient and data confidentiality.
  • Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
  • Experience of setting up and maintaining effective administrative filling systems
  • Experience of work involving regular and accurate data inputting
  • Experience of working with EMIS and DOCMAN
  • Experience of working with Microsoft packages including, word, excel and power point
  • Knowledge and understanding of the National Health Service

  Desirable

  • Knowledge of office management systems and procedures
  • Previous administration experience within a medical environment

  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

  Invicta Health CIC

  Address

  Birchington Medical Centre

  Minnis Road

  Birchington

  Kent

  CT7 9HQ

  
  

  Employer's website

  https://invictahealth.co.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Invicta Health CIC

  Address

  Birchington Medical Centre

  Minnis Road

  Birchington

  Kent

  CT7 9HQ

  
  

  Employer's website

  https://invictahealth.co.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.

Notice