Job summary
We are looking for a Medical Secretary to provide an efficient and effective, high quality secretarial service through coordination of referrals and administration across elective services. This will involve co-ordination of referrals, word processing and audio typing of letters, reports and medical correspondence using set procedures and maintaining high quality standards throughout.
In this role you will act as the first point of contact on behalf of the team, receiving telephone calls, emails, and personal callers, responding efficiently and promptly to queries, or re-directing to the appropriate person/department.
You will organise and prioritise diary appointments, re-arranging, when necessary, to take account of more urgent meetings/patient appointments as they arise ensuring all relevant departments/team members are made aware.
Only open to applicants from Hampshire & Isle of Wight NHS system, which is limited to: Hampshire and Isle of Wight ICB, Hampshire & Isle of Wight Healthcare FT, Portsmouth Hospitals University NHS Trust, University Hospital Southampton FT, South Central Ambulance Service, Isle of Wight NHS FT or Hampshire Hospitals FT.
Main duties of the job
* Maintaining a system to keep track of outstanding actions/investigations.
* To maintain effective communication with patients and staff, including those aspects which lie outside of Lymington New Forest Hospital.
* Working with a minimum of supervision and providing support and supervision to administrative colleagues.
* Receiving referrals via post, email, ERS, verbally and acknowledging receipt
* Ensuring triage of referral is completed daily.
* Uploading of triaged referrals to appropriate systems
* Checking that all patient details/demographics are correct.
* Ensuring booking of appointments done in a timely manner, confirming with patient by phone and letter, given the vulnerable nature of some patients
* Preparing patient notes, where appropriate.
* Transcribing and producing a range of documents, as dictated by the clinician, some of which may be of a confidential/sensitive nature.
* Negotiating with patients, families, and clinicians
* Respond to routine communications (including letters, memos, and emails) where possible, initiating routine correspondence, eg. GPs/other health professionals/Social Services/patients
* Maintain strict control of any confidential paperwork and files.
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.
Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.
We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.
Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence
Details
Date posted
16 February 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£24,937 to £26,598 a year Based of full time hours
Contract
Permanent
Working pattern
Full-time, Flexible working
Reference number
348-SSW-10617
Job locations
Lymington New Forest Hospital
Wellworthy Road
Lymington
Hampshire
SO41 8QD
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications
Essential
* Educated to GCSE level
* RSA II, III Typewriting
* Word Processing
Person Specification
Qualifications
Essential
* Educated to GCSE level
* RSA II, III Typewriting
* Word Processing
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Address
Lymington New Forest Hospital
Wellworthy Road
Lymington
Hampshire
SO41 8QD
Employer's website
(Opens in a new tab)
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Employer details
Employer name
Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Address
Lymington New Forest Hospital
Wellworthy Road
Lymington
Hampshire
SO41 8QD
Employer's website
(Opens in a new tab)
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