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Overview of the Organisation

We are a friendly, successful, training and research practice of over 11,500 patients with an informal and supportive culture, which aims to ensure a good work life balance is maintained for all staff. Fallodon Way Medical Centre is located in Henleaze, which is a leafy inner suburb of Bristol, with good schools and amenities. We have a relatively high elderly population but also a good mix with families. We encourage and support ongoing professional development.

The practice combines the best of traditional and innovative working, currently with 4 partners and 5 associate GPs. The practice is both proactive and reactive about managing the ever-changing workload in General Practice, offering a supportive environment and good work-life balance.

The practice is supported by ANPs, a Nursing Team, a Pharmacy team including two Practice Pharmacists, an Award-winning Care Coordination team, a Social Prescriber, First Contact Physio and Mental Health practitioner. There is a team of workflow administrators assisting the clinical team in managing inbound correspondence and results.

Fallodon Way Medical Centre is committed to promoting equality, diversity, and inclusion within our workforce. We welcome applications from all sections of the community.

Medical Secretary, Workflow & Recall Administrator 

Are you a motivated and detail-oriented Medical Secretary / Administrator with experience in Medical Secretarial work and patient care systems? Are you ready to contribute to a fast-paced, patient-focused environment where your work makes a real difference?

Fallodon Way Medical Centre is looking for an enthusiastic and reliable Medical Secretary, Workflow & Recall Administrator to join our growing admin team. This hybrid role is key to supporting our clinicians and ensuring our patients receive timely, efficient care. You'll provide both secretarial support and manage vital clinical documentation and recall processes.

The ideal candidate will be a proactive individual with excellent communication and IT skills, attention to detail, and a willingness to learn. You should be confident working independently, under pressure, and in a busy, multi-tasking environment. A working knowledge of medical terminology and experience using EMIS is desirable.

This is an exciting opportunity for someone who enjoys variety and is keen to make a real difference in primary care administration.

About the Role

Contract: Permanent – 15 hours per week
Working pattern: Part-time – Wednesday (8.30am – 4.30pm); Thursday (7.30am – 3.30pm)

This is a varied and rewarding position for someone who thrives on multitasking, takes pride in accurate documentation, and enjoys working with both patients and clinical staff.

We use EMIS, Accurx, and Docman, so experience with these systems is desirable.

Medical Secretary Duties

• Provide secretarial support to GPs and clinical staff, including audio typing using digital dictation (e.g. NHS and private referrals, medical reports).
• Ensure referrals (including 2WW and ERS) are actioned accurately and within policy timeframes.
• Prepare and send private correspondence and medical reports, ensuring consent and appropriate invoicing.
• Respond to and resolve patient and hospital queries promptly and professionally.
• Keep up to date with referral pathways, funding criteria, and administrative processes.
• Liaise with patients, clinicians, and external providers via phone, email, and in person.
• Maintain up-to-date and accurate data entry on patient records, including referral tracking and document management.
• Monitor and manage ERS worklists and other system alerts.
• Support copy notes and medical records requests in line with GDPR.

Workflow, Coding and Recall Responsibilities

• Review, code and workflow all incoming patient correspondence (paper and digital), including post, Docman, and Accurx.
• Maintain accurate and up-to-date patient records on EMIS, summarising new patient records and coding key clinical information.
• Action urgent documents and ensure correct filing to patient records.
• Monitor and manage shared inboxes related to coding, workflow, and recalls.
• Support the long-term condition recall process (e.g. diabetes, asthma, hypertension), including running searches, sending invites, and monitoring responses.
• Collaborate with the nursing, pharmacy, and management teams to maintain an efficient and patient-centred recall system.
• Participate in the achievement of QOF, IIF and enhanced service targets by ensuring clinical data is accurately coded and processed.
• Assist in audits, report generation, and spreadsheet management as required.
• Oversee returned questionnaires and patient communications linked to reviews and recall.

Additional Information

This job description is not exhaustive and may evolve with the needs of the practice. You may be asked to take on other reasonable duties as required. We are committed to supporting your development and wellbeing as part of our inclusive, professional, and patient-focused team.

Person Specification

Essential:

• At least 2 years’ administrative or secretarial experience
• Excellent IT skills and data accuracy
• Ability to manage confidential information professionally
• GCSE (or equivalent) in English and Maths
• Strong written and verbal communication skills
• Ability to prioritise tasks and meet deadlines under pressure
• Strong teamworking and interpersonal skills

Desirable:

• EMIS experience
• Medical secretarial or NHS experience
• Knowledge of medical terminology
• Audio typing and digital dictation experience
• Understanding of QOF and recall systems

What We Offer

• Competitive salary based on experience
• NHS pension scheme
• 5 weeks annual leave plus bank holidays (pro rata)
• Supportive, inclusive, and collaborative working environment
• Full induction and ongoing training opportunities
• Ongoing training and development opportunities
• Opportunity to work in a respected GP training and research practice with over 11,000 patients

We welcome informal discussions or visits prior to application. For more information, please contact charlotte.hues@nhs.net.

To apply, please submit your application via NHS Jobs, including your CV and a short supporting statement.