Job overview
We are looking for an enthusiastic medical secretary to join this dynamic team. The role is particularly busy with a lot of variety. You will work in the same area as the consultants and often will deal with their queries and correspondence with them directly.
The secretarial role here is busy and varied. The team works well together and the days fly by!
The department is situated in the new Louisa Martindale Building.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants
Main duties of the job
You will need excellent time management skills, the ability to organise and prioritise work along with an understanding of, and commitment to, patient confidentiality.
You will carry out the production of clinic letters and other correspondence from the electronic dictation system (G2) including amending and sending letters, when approved/signed on a timely basis.
The ideal candidate will have NHS experience, secretarial experience and have excellent organisational skills.
There are many urgent telephone and email enquiries to the department which are dealt with in a professional manner by the secretarial team.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
1. An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and their teams.
2. Take initial receipt of all incoming correspondence and enquiries as appropriate.
3. Operate Careflow computer software system for retrieval/tracking of patient information/notes and dealing with patient enquiries.
4. Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
5. Organise and record diary ensuring all paperwork is available as needed for appointments and meetings if required.
6. Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers’, managers, wards, admissions, outpatients and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
7. Provide a complete secretarial service including audio typing/touch-typing clinical correspondence, dealing with departmental emails and composition of letters, minute taking.
8. Utilise all modern IT tools available to provide the most efficient use of time and the most effective service e.g. software used Microsoft Outlook, Word, PowerPoint and Excel.
9. Typing of reports, statements and theatre lists.
10. Comply explicitly with the Trust’s Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses.
11. Take and transcribe minutes of meetings as necessary.
12. Personally deal with as many enquiries as possible such as arrangements for meetings, answer patient’s enquiries relating back to them answers and advice as necessary on a regular basis.
13. Act as a point of contact for the Clinical Team
Person specification
Microsoft Word, Excel & Outlook experience
Essential criteria
14. Microsoft Word, Excel & Outlook experience
15. Audio typing skills
16. Excellent telephone skills - experience of talking to patients on the telephone & voicemail messages
17. Ability to work as a team/job share and work well with others
18. Excellent communication skills including use of email & customer care experience
19. English GCSE A-C
20. NHS Experience
21. IT Skills - Outlook/Teams/Word/PAS etc
22. (Medical) Secretarial Experience (10 points medical / 7 points other secretarial)
23. Experience prioritising, organisational and time management skills
Desirable criteria
24. RSA 3 or equivalent
25. Knowledge of G2 digital dictation software
26. Experience of Respiratory and/or Elderly Care
27. Medical terminology (Respiratory)
28. Stress management skills/experience in busy working environment
29. Enthusiasm for working in the NHS/UHSx/Respiratory
30. Experience in Respiratory or Elderly Care
Equality, Diversity and Inclusion
Essential criteria
31. Evidence of having undertaken own development to improve understanding of equalities issues
32. Evidence of having championed diversity in previous roles (as appropriate to role)
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications