We are looking to recruit an enthusiastic, organised, empathetic individual with excellent interpersonal and communication skills. In this role, you will be allocated clinicians and will be responsible for a wide variety of administration duties. You will provide high‑quality secretarial and administrative support to our nurses and consultants, maintaining departmental and Trust standards in line with standard operating procedures and ensuring patients are treated with courtesy, dignity, and respect.
If you are interested in this vacancy, we would encourage an informal visit to the department prior to the interview stage, to gauge a feel for the role. This will also give an opportunity to speak with the secretaries about the job role and the benefits of working for the department.
Responsibilities
* To work closely with clinical and administrative staff and other employees within the Trust and liaise with patients, GPs, and other external agencies.
* This position requires empathy and tact when dealing with patients who may be angry or upset regarding any aspect of their care.
* To communicate effectively in writing and verbally on a daily basis.
* To ensure all results of investigations are tracked and shown to the relevant consultant promptly for action as instructed.
* To independently deal with patient/carer enquiries in an efficient, sensitive and confidential manner and refer on to the clinician as appropriate.
* All clinic outcomes to be recorded accurately and completed or amended.
* Clinical diaries to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that medical staff leave and cover arrangements are circulated and clinical activities are amended accordingly.
* Taking and transcribing formal minutes if required.
* To open and act on correspondence received.
* To undertake a variety of office duties such as filing, typing, opening and distributing post, photocopying, moving and lifting of patient notes.
* To organise own workload efficiently and to highlight any concerns to the Admin Team Leader.
* To produce and update standard operating procedures (SOP) for all aspects of the Medical Secretary role.
* Ensure that all clinical and non‑clinical correspondence is typed within local targets, using the Infoflex and Dictate Swift systems (audio and copy typing).
* Review discharge summaries and ensure investigations/appointments are booked appropriately.
* Process referrals.
* Any other appropriate duties/tasks as requested by management.
* Complete mandatory training.
Department Overview
The general surgical department consists of 8 lower GI surgeons, 7 upper GI surgeons, 1 vascular surgeon and 6 urologists. There are also junior doctors ranging from FY1s to ST8s including surgical fellows, ambulatory fellows and physicians associates. We also work closely with nursing teams across all four specialties. The department is supported by 2 practice managers, 2 team leaders and a team of Band 3 and Band 2 medical secretaries.
Contact
For further information, or to arrange an informal visit, please contact Mark Eggar – [email protected]
Benefits
* To ensure that all clinical and non‑clinical correspondence is typed within local targets, using the Infoflex and Dictate Swift systems (audio and copy typing).
* To review discharge summaries and ensure investigations/appointments are booked appropriately.
* To train and support new/less experienced staff within the team.
* To support any Secretarial Assistants within the department in their role and ensure compliance with Standard Operating Procedures.
* Process referrals.
* Any other appropriate duties/tasks as requested by management.
* Complete mandatory training.
Important Information
* We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
* Please read the job description carefully and tailor your application to reflect the requirements of the role.
* Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
* Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
* Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
* If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
* It is your responsibility to ensure the timely receipt of appropriate references.
Requirements
This role is available full time, working 37.5 hours a week. You should have a good level of education (2 GCSEs (9‑4) or A‑C and strong typing skills).
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.
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