Senior Medical Secretary – Ophthalmology Department
A Vacancy at Norfolk and Norwich University Hospitals NHS Foundation Trust.
The Ophthalmology Department at the Norfolk and Norwich University Hospital are looking for motivated, organised and dedicated individuals to join the Ophthalmic Administration team as Senior Medical Secretaries.
Responsibilities
To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH’s ‘PRIDE’ values of People focused, Respect, Integrity, Dedication and Excellence, and demonstrate behaviours that support and encourage an inclusive culture.
As part of this busy and varied role, the successful candidates will support the Ophthalmology Department by acting as a point of contact for all communications between the medical team, patients, relatives, and external health providers. You will lead a sub‑specialty team, ensuring an effective administrative secretarial service, ensuring continuity of service during absence, and provide support to the admin management team.
* Act as a point of contact for all communications between the Consultant, patients, relatives, all hospital staff, General Practitioners and their staff, and outside agencies, maintaining a close working relationship between Consultants and patients as appropriate.
* Assist in the management of the office administration of the Consultant and designated clinical team; provide an effective administrative secretarial service and ensure continuity of service during the consultant's absence.
* Deal efficiently and effectively with direct and indirect enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff.
* Respond to complex enquiries, providing routine and non‑routine information and non‑clinical advice, resolving problems where possible.
* Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns, needing reassurance and who may present difficulties in communication (e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients).
* Provide and receive complex information using tact and adapting communication style to meet the needs of individual levels of understanding.
* Recognise the importance of individual rights in accordance with legislation, policy and procedures.
* Attend to all communications (emails, faxes, investigation results) on a daily basis, using judgement to undertake a preliminary assessment for priority of the consultant’s/clinical team’s attention.
* Accurately transcribe all correspondence by touch‑typing from audio/digital dictation or shorthand, using knowledge of medical terminology.
* Generate routine and non‑routine correspondence independently.
* Assist patients and their carers by arranging translation / interpretation facilities.
* Demonstrate and maintain knowledge and understanding of Trust RTT policy.
* Update RTT in accordance with Trust guidelines and ensure accurate patient pathways, investigating and correcting errors as required.
* Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
* Complete the Tertiary referral proforma/template for internal / external referrals as per Trust policy.
* Promptly act on clinical investigations, results and outcomes, utilising Trust reports to service and administer waiting lists, which may include outpatient, inpatient, diagnostic and waiting lists where relevant.
* Book patients from waiting lists and update associated booking systems (e.g. ORSOS, ARIA etc.) in line with departmental requirements and Trust RTT Policy.
Qualifications
* Excellent communication and organisational skills, with the ability to prioritise an ever‑changing workload.
* Ability to work independently and as part of a larger team.
* Previous secretarial experience essential, preferably in the medical field.
* Knowledge of medical terminology and experience with touch‑typing or shorthand.
Benefits
* Flexible working hours
* Fast Track Staff Physiotherapy Service
* Multi‑faith prayer room
* Discounted gym memberships
* Excellent pension scheme and annual leave entitlement
* Wagestream – access up to 40% of your pay as you earn it
* Free Park & Ride service direct to NNUH site
* Free 24‑hours confidential counselling support
* On‑site Nursery
* On‑site cafes offering staff discounts
* Support in career development
* Flexible staff bank
* Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Additional Information
This advertised position, which is part of occupation code 4211, does not meet the UKVI eligibility requirements for a Skilled Worker Visa. The Trust would not be able to issue a Certificate of Sponsorship for this role.
This advert closes on Tuesday 21 Apr 2026.
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