ENT Medical Secretary and Pathway Co-ordinator
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Job Summary
The Department of ENT is looking for a friendly, hardworking individual with good communication skills to join the secretarial team based at PRUH. The post holder will have a "can do" attitude and experience of working in a busy NHS environment. Responsibilities include providing an effective administrative and secretarial service to a Consultant/s and their team within a clinical unit, liaising with the multidisciplinary team, internal departments and external agencies, managing own workload to ensure clinical correspondence is produced and turned around in accordance with Trust target timescales, and using knowledge and initiative to support the smooth running of the service.
Main Duties of the Job
* Provide comprehensive secretarial and administrative support to clinicians.
* Manage correspondence, prepare and review clinic letters, and maintain accurate patient records.
* Coordinate clinicians' annual leave, manage outpatient work queues, book appointments, and process referrals within required timeframes.
* Handle correspondence, phone calls, and emails professionally, often dealing with anxious or distressed patients or relatives.
* Organise meetings, take minutes, prepare reports, and provide cover for colleagues during absences.
* Maintain confidentiality and demonstrate excellent communication and organisational skills.
* Ensure tasks are prioritised and completed efficiently to support high‑quality patient care and departmental operations.
About Us
The Trust provides a full range of local and specialist services across its five sites. Our trust‑wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person‑centred, digitally‑enabled, and focused on sustainability, we aim to take Team King's to another level.
Job Details
* Date posted: 12 November 2025
* Pay scheme: Agenda for change
* Band: Band 4
* Salary: £32,199 to £34,876 a year including HCA
* Contract: Fixed term
* Duration: 9 months
* Working pattern: Full‑time
* Reference number: 213‑DivisionC‑7609812
* Job locations:
o Princess Royal University Hospital
o Farnborough Common
o Orpington
o BR6 8ND
Job Responsibilities
* Provide a full secretarial service to clinicians.
* Review and check returned letters before circulating to GPs, patients and other clinicians to ensure quality standards are met.
* Manage clinicians' annual leave requests and notify wider teams.
* Ensure all patient demographic details (address, postcode, GP & Ethnic Group) are accurate and updated.
* Manage ENT outpatient work queues for PRUH and Beckenham Beacon Hospital, booking appointments efficiently.
* Request clinic investigation orders, waiting list entries and onward referrals on EPIC.
* Provide cross‑cover within the team and cover the Medical Secretary when required.
* Maintain comprehensive knowledge of medical and drug terminology.
* Ensure external correspondence and investigations are available on EPIC.
* Support the Department and Admissions with the National 18‑week RTT Programme and the Elective Access policy.
* Prepare acknowledgment letters, draft responses, and prioritise incoming correspondence.
* Act as the first point of contact for users of the Trust, dealing with telephone calls and enquiries promptly and efficiently.
* Organise post handling and preparation of routine correspondence replies.
* Initiate medical record requests for clinicians to prepare replies to correspondence/enquiries.
* Process all patient referrals within nationally agreed time frames (2‑week wait cancer policy).
* Arrange, plan, take and transcribe accurate minute‑taking notes for meetings and conferences.
* Perform daily office routines, including post handling, stationery requests, equipment ordering and photocopying using Trust systems.
* Deal with private patients, overseas visitors and colleagues in accordance with Trust procedures.
* Plan and coordinate specific functions and diary events involving liaison with internal and external parties.
* Prepare and edit presentations, articles and other material as required by clinical teams.
* Act independently, ensuring daily tasks and workloads are prioritised and completed within agreed timeframes.
* Manage and answer all emails and telephone calls related to the service courteously and tactfully.
* Handle stressful situations with patients who are anxious or distressed using tact and diplomacy.
* Provide information and advice to patients and relatives regarding admissions and appointments.
* Manage confidential patient material in a discrete manner in compliance with Trust policy and procedure.
* Communicate with other secretaries and administrative staff regarding clinic letters and outcomes.
* Offer non‑clinical advice and guidance to clinicians, staff and patients.
Person Specification
Essential
* Minimum 5 GCSE A‑C grades, one of which must be English or equivalent qualifications.
* Proven record of working knowledge of administrative and secretarial practice.
* Ability to work under pressure and exercise judgement when dealing with inquiries.
Desirable
* Previous experience in the NHS.
* Knowledge of EPIC.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires submission for Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information, visit the UK Visas and Immigration website.
Employer Details
* Employer name: King's College Hospital NHS Foundation Trust
* Address:
o Princess Royal University Hospital
o Farnborough Common
o Orpington
o BR6 8ND
* Employer's website: https://www.kch.nhs.uk/
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