Medical secretary
Medical secretaries provide office support in hospitals, GP surgeries, private clinics and universities.
In this guide
What you'll do
Day-to-day tasks
In this role you could:
- handle questions from patients, staff and consultants
- organise a doctor's diary, book consulting rooms and meetings
- make travel arrangements
- manage a waiting list of patients
- update patient records and deal with confidential information
- send samples for medical testing and record the results
- type letters, clinical reports, minutes of meetings and do filing
- monitor an office budget and deal with invoices
Working environment
You could work in an office, at a GP practice or in an NHS or private hospital.
Career path and progression
With experience, you could manage a team of secretaries in a large organisation.
With further training, you could become an administration manager, office manager or GP practice manager.
You could also move into roles in finance or HR.
What it takes
Skills and knowledge
You'll need:
- administration skills
- customer service skills
- to be thorough and pay attention to detail
- the ability to work well with others
- patience and the ability to remain calm in stressful situations
- sensitivity and understanding
- the ability to accept criticism and work well under pressure
- excellent verbal communication skills
- to be able to use a computer and the main software packages competently
Related subjects
Most relevant
- English Language - Medical secretaries type letters, clinical reports, and minutes of meetings every day, so strong written English is essential. They also communicate verbally with patients, doctors, and consultants, needing to be clear and professional in all interactions.
- Biology - Medical secretaries work with medical terminology, patient records, and clinical reports on a daily basis. A foundation in biology helps them understand the medical language used by doctors and consultants, and makes sense of test results and clinical correspondence they handle.
- Business - Medical secretaries manage office budgets, deal with invoices, and organise diaries and meetings. Understanding how organisations run, including basic financial processes and administrative systems, is central to keeping a medical office functioning smoothly.
Also relevant
- Computer Science - Medical secretaries use patient record databases, scheduling software, and digital filing systems daily. While they don't build software, understanding how databases and digital systems work can help them manage electronic records more effectively and troubleshoot common issues.
- Mathematics - Medical secretaries monitor office budgets, handle invoices, and manage waiting lists. Basic numeracy and the ability to work confidently with figures helps them keep financial records accurate and organise scheduling efficiently.
- Psychology - Medical secretaries regularly interact with patients who may be anxious, upset, or dealing with difficult diagnoses. Understanding human behaviour and emotions helps them respond with sensitivity and remain calm in stressful situations.
- Sociology - Medical secretaries work within healthcare settings like the NHS, where understanding diverse patient needs and how health services operate within communities is valuable. This awareness helps them treat all patients with respect and navigate the social dynamics of a busy medical environment.
How to become
You can get into this job through:
- a college course
- an apprenticeship
- working towards this role
- applying directly
You could do a college course, which would teach you some of the skills and knowledge you need in this job. Relevant subjects include:
- T level in Management and Administration
- Level 2 or 3 Diploma in Medical Administration
- Level 2 or 3 Diploma in Medical Terminology
Entry requirements
You'll usually need:
- 2 or more GCSEs at grades 9 to 3 (A* to D), or equivalent, for a level 2 course
- 4 or 5 GCSEs at grades 9 to 4 (A* to C), or equivalent, for a level 3 course
More Information
You can get into this role through a business administrator advanced apprenticeship.
This typically takes 18 months to complete as a mix of workplace learning and off the job study.
Entry requirements
You'll usually need:
- 5 GCSEs at grades 9 to 4 (A* to C), or equivalent, including English and maths, for an advanced apprenticeship
More Information
If you already work in a healthcare setting, for instance, as a receptionist or clerical assistant, it may help you move into a medical secretary role if you take a relevant qualification while you're working.
The Association of Medical Secretaries, Practice Managers, Administrators and Receptionists (AMSPAR) and the British Society of Medical Secretaries and Administrators (BSMSA) offer:
- Level 2 Certificate and Diploma in Medical Administration
- Certificate in Medical Terminology
If you want to apply directly for jobs, employers will expect you to have some GCSEs at grades 9 to 4 (A* to C), including English.
You'll find it useful to have a typing or word processing qualification like an RSA certificate before you look for work. Some organisations may also want you to have knowledge of medical terminology.
Career tips
To get a job as a medical secretary, you'll need experience of working in an office, ideally in a secretarial role. Temporary work can be a good way of getting this experience.
When applying for NHS jobs, you'll be expected to have an understanding of how NHS values apply in your work.
Further information
You can find out more about medical secretarial careers from Health Careers.
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